Contact: Louise Pickford - Ext: 7355

e-mail: [email protected]

1. Financial Position

1.1. The balance of the budget available for grants to voluntary organisations in 2003/04 is £105,118 after allocating for the grants approved at the decision day commitments made in previous years and sums earmarked for specific purposes.

1.2. The Schedule of attached items gives details of 8 applications which, if
agreed in the amounts recommended, would total £6,960 this financial year and £8,000 in 2004/05.

1.3. A copy of the guidelines for allocations of grants by the Executive Member for Policy and Resources is attached as an appendix to this report.

RECOMMENDATIONS:

1. That the financial position be noted.

2. That grants totalling £6,960 this financial year and £8,000 in 2004/05 be made to voluntary organisations and other bodies as specified in the report.

Section 100 D - Local Government Act 1972 - Background papers

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 excluded:

1. Published works.

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

TITLE FILE

Letters from organisations which Chief Executive's Department

Applied for financial assistance

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Appendix

EXECUTIVE MEMBER FOR POLICY AND RESOURCES

GUIDELINES FOR ALLOCATION OF GRANTS

TO VOLUNTARY ORGANISATIONS AND OTHER BODIES

These notes should be regarded as guidelines and not prescriptive rules.

(i) Assistance will be considered only in response to direct applications from the individual or organisation seeking assistance.

(ii) Where appropriate, applications will be referred to the relevant Executive Member (e.g. Social Services, Recreation & Heritage, Education, etc).

(iii) Grants will normally be "one off" and not recurring.

(iv) Preference will be given to applications for specific projects rather than "general running costs" of organisations or projects with on-going revenue implications. Any applications for the latter must state how the on-going costs will be met.

(v) Only in exceptional circumstances will grants be made in respect of applications from the following:-

· District or Parish Councils (precepting bodies)


· Government Institutions (e.g. NHS)


· Schools (exceptions might include special schools)


· Overseas and out of County organisations which have no direct Hampshire involvement


· Branches or organisations assisted centrally with a sum from the County Council (e.g. Citizens Advice Bureaux)


· Bodies requesting funds for onward distribution to charities e.g. mayoral appeals, carnivals, fetes, etc.

(vi) Assistance will be considered for organisations based in Portsmouth or Southampton only insofar as benefits to the wider County result.

(vii) Where possible self-help within organisations should be encouraged and to this end, grants should normally be a percentage of the sum required to complete the project.

(viii) Requests may be considered from individuals undertaking trips for vocational/educational purposes. Applications from schools undertaking school trips may not be considered.

(ix) Requests may be considered from County wide groups (e.g. Guides, Scouts, Hampshire County Youth Orchestra) for specific trips, e.g. for an international jamboree or cultural tour.

(x) Conditions may be attached to any grant if considered appropriate, e.g. availability of minibuses for community use when not in use by the owning organisation.

(xi) As a general rule, grants in excess of £5,000 will not be awarded.

(xii) Where financial support is sought towards a facility, which is used by others, such as a hall or minibus, details should be given of the extent of that use (in % term(s) and to what extent charges are made.

(xiii) As a general rule, grants will be held up to a maximum of three years after the award was made.

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