Leisure and Community Safety Policy and Scrutiny Committee

LEISURE AND COMMUNITY SAFETY POLICY AND SCRUTINY COMMITTEE-

2 MARCH 2010

EXECUTIVE COMMITTEE- 29MARCH 2010

PART I - NOT DELEGATED

8.CUSTOMER SERVICE IMPROVEMENTS TO DISCRETIONARY GRANTS

(DCES)

1.Summary

1.1To consider proposed service improvements for customers in relation to discretionary grants.

2.Details

2.1 Introduction

Three Rivers District Council has a Strategic Plan divided into three themes: safer communities, sustainable communities and “towards excellence” in its customer service. This Review proposes alterations to improve the following stated priorities which have particular relevance for the grants service under the theme of “towards excellence”.

3.1.1 We will develop, publish and monitor service standards for all services

3.1.3 We will regularly involve and consult our customers

3.1.4 We will Inform and update customers about the Council’s work and services

3.2.2 We will continue to improve our performance

2.2 3.1.3 We will regularly involve and consult our customers (priority 3.1.3)

and We will Inform and update customers about the Council’s work and services (priority 3.1.4)

Three separate consultations were held to provide data for proposed improvements towards customer care excellence.

2.2.1 14 August 2009: This involved a focus group of six lay people who are Three Rivers residents. This involved four parts:

Formulating an application
Feedback on a range of different styles of application forms
Understanding of funding priorities
Feedback on a range of different styles of guidance notes.

2.2.2 From the consultation participants emphasized

the need for brevity,
simple language,
guidance in formulating an application,
guidance to Council priorities and
advice on when they would be advised of a decision.

2.2.3 14 December 2009: Focus group of five funding professionals. These included

representatives from Watford CVS, Watford Borough Council, Watford Community

Housing Trust, CVS in ThreeRivers and Hertfordshire Community Foundation.

This involved an analysis and discussion on those services offered by various funders and the relative priority participants attached to them. This enabled identification of what to suggest as services to monitor and publicise.

2.2.4From these results the current application form and guidance notes are proposed to follow the designs in appendices A and B. The application form follows a “need and outcomes model.” Cited as an example of best practice, it was developed by The Charities Evaluation Services and is increasingly followed by funders such as Big Lottery. It is also intended to direct the applicants’ thoughts in presenting a step by step rationale for their application. The form is designed to elicit:

Project Rationale: Evidence of a need and why the applicant thinks their project will improve the lives of Three Rivers’ residents.
Beneficiaries: Who the likely people benefitting from the project will be.
What the planned outcomes are and what difference there will be afterwards.
Activities: What people, including the beneficiaries, will be doing,
Meeting Council Priorities for example increasing volunteering, being accessible, benefitting young, disabled or elderly and improving the environment
An invitation to consider sustainability in the project
Judging success: What the applicant intends to measure to demonstrate success.

2.2.513 January 2010: email questionnaire survey of Council members. This was to elicit feedback on how to more closely match the service grants can offer members to their constituents and, where applicable, as Committee members.

2.2.6 All Council members were emailed a one page questionnaire. The members of the Leisure and Community Safety Policy and Scrutiny Committee were also sent hard copies. A summary of the results are in Appendix E. The main points are:

Total questionnaires received 17.

10 responders expressed interest in attending a grants workshop, the majority of whom preferred evening.
The most popular suggestions for improvements to applicants were an explanation of Council Priorities, assistance in preparing a grant application and external funding.
The most popular suggestions for improvements to members were an explanation of how recommendations are reached, what projects grants cover and external funding.
Suggestions offered by members varied. They mostly concerned better communication about grants to members and how to advertise grants to a wider audience.

2.3We will develop, publish and monitor service standards for all services (priority 3.1.1)

2.3.1Consultation of December 2009 (see 2.2.3). A list of all the possible services that could be covered by the grants service was collated. The consultation consisted of a discussion on their relative priority. The action plan in Appendix C details what standards are proposed to be met together with appropriate outputs.

It is proposed that applicants complete an evaluation sheet following payment of a grant. Most of these will be assessed following an evaluation of applicants during the grant rounds for 2010/11 (subject to budget approval). These results would be

reported to members at the end of the 2010/11 round and, subject to the approval of a budget for 2010/11, the results will be published.

2.3.2 An administration checklist has been formed to ensure:

Acknowledgement of the application will be within 2 working days
Assessment will be completed and applicants notified within 10 working days
Notification of the Leisure Committee decision within 2 working days
Payment received within 5 working days of the Executive Committee Action Sheet.

2.3.3The grants prioritisation system previously approved (L.PP80/08) was designed to more closely align assessment of grants and NNDR relief to stated Council priorities.

2.3.4Informally feedback has been collected from members and applicants that they would welcome an online application form. It is proposed that the application form would be a Word document and be regularly updated to provide advice on committee dates.

2.3.5The guidance notes in Appendix B detail

Basic grants criteria; what can and cannot be considered
Guide to the application form
The application process with an indication of timescales
Other notes and sources of assistance.

2.4We will continue to improve our performance (priority 3.2.2)

2.4.1A checklist has been developed to monitor and ensure timely production of feedback to applicants at every stage of the application process. This included time limits of confirming application, advising of committee dates and outcomes and when grant payment can be expected where applicable. The actual checklist is in Appendix E.

3.Options/Reasons for Recommendation

3.1That the Committee considers the proposed changes to the administration of discretionary grants

3.2That the Committee approves the proposed changes to improve customer care in line with the approved Strategic Plan.

4.Policy/Budget Reference and Implications

4.1The recommendations in this report are within the Council’s agreed policy and budgets. The relevant policy is entitled Strategic Plan and was agreed on 16 February 2010.

4.2The purpose of this proposed policy is to meet

3.1.1 We will develop, publish and monitor service standards for all services

3.1.3 We will regularly involve and consult our customers

3.1.4 We will inform and update customers about the Council’s work and services

3.2.2 We will continue to improve our performance.

5.Financial Implications

5.1None specific

6.Equal Opportunities Implications

6.1Relevance Test

Has a relevance test been completed for Equality Impact? / Yes
Did the relevance test conclude a full impact assessment was required? / No

Staffing Implications

7.1None.

8.Communications andWebsite Implications

8.1 It will be necessary to make timely alterations to the application and guidance notes. The results of monitoring will also be published.

9Risk Management and Health & Safety Implications

9.1The Council has agreed its risk management strategy which can be found on the website at In addition, the risks of the proposals in the report have also been assessed against the Council’s duties under Health and Safety legislation relating to employees, visitors and persons affected by our operations. The risk management implications of this report are detailed below.

9.2The following table gives the risks if the recommendation(s) are agreed, together with a scored assessment of their impact and likelihood:

Description of Risk / Impact / Likelihood
1 / The Council could face criticism since rejection of good applications could be seen to conflict with sections of the Strategic Plan 2010-13
The Council could face criticism since acceptance of non-compliant applications could be seen to conflict with aims of the Strategic Plan 2010-13
3.1.1 We will develop, publish and monitor service standards for all services
3.1.3 We will regularly involve and consult our customers
3.1.4 Inform and update customers about the Council’s work and services
3.2.2 We will continue to improve our performance
Lack of communication with changes that result may also lead to resentment and possible bad publicity. / II / C

9.3The above risks are plotted on the matrix below depending on the scored assessments of impact and likelihood, detailed definitions of which are included in the risk management strategy. The Council has determined its aversion to risk and is prepared to tolerate risks where the combination of impact and likelihood are plotted in the shaded area of the matrix. The remaining risks require a treatment plan.

Likelihood / A / Impact / Likelihood
B / V = Catastrophic / A = >98%
C / IV = Critical / B = 75% - 97%
D / 1 / III = Significant / C = 50% - 74%
E / II = Marginal / D = 25% - 49%
F / I = Negligible / E = 3% - 24%
I / II / III / IV / V / F = <2%
Impact

9.4In the officers’ opinion none of the new risks above, were they to come about, would seriously prejudice the achievement of the Strategic Plan and are therefore operational risks. The effectiveness of treatment plans are reviewed by the Audit Committee annually.

10Recommendation

10.1That the Committee judges that the proposed alterations improve customer service to grant applicants and agrees to appendices A, B, C, E and F.

10.2That the Committee recommends approval of the alterations to the Executive Committee.

Report prepared by:Adam Huntley, Voluntary Sector Funding and Partnerships Officer

Background Papers: None

APPENDICES / ATTACHMENTS

Appendix A: Application Form

Appendix B: Guidance Notes

Appendix C: Service Plan

Appendix D: Member Consultation Results

Appendix E: Administration Checklist

Appendix F: Evaluation Form

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Appendix A: Application Form

SECTION A: YOUR ORGANISATION / application notes
Contact details
Name of Organisation / When assessing applications we look at how they do what the Council wants to achieve.
These notes help you present your project in a way that we would want to support.
Your organization does not have to be in Three Rivers but you must benefit Three Rivers residents
Address
Telephone
Email
Name of Contact person
Position in organisation
About your organisation
Are you a charity? / If yes, what is your registered number? / We support organisations that are not charities as long as they are not for profit.
The aims will be in your constitution. Please note that you need to send a copy of your constitution if you have not sent it in before
What are the aims and objectives of your regional organisation
How many members do you have
How many live in Three Rivers
How many volunteers work in your organisation
Your Finances
How often do you collect subscriptions e.g. weekly, monthly, annually / Please send a copy of your most recent audited accounts unless you are newly setting up.
How much do you charge for membership
How else do you raise income
SECTION B: YOUR PROJECT
i. Please explain why you think there is a need for your service or project / Examples to show there is a need:
Have you done a trial run (or “pilot study”)?
Is there research that has been done already?
What observations or conversations have you had?
ii. Who will benefit directly from your project / By “benefit directly” we mean those whose lives will be improved as an immediate result of your project.
By “benefit indirectly” we mean what are the “knock on effects” to the wider community.
Who will benefit indirectly from your project
How many of the beneficiaries do you think will be:
From Three Rivers
Outside Three Rivers
iii. What do you think the benefits of your project will be / What direct & indirect benefits do you want to achieve?
What specific examples would show positive differences?
This is what we mean by “outcomes”
When do you plan to start
iv. What else do you plan to do / Describe what activities are planned
Please explain how the beneficiaries are going to be involved
v. Explain how your project meets Council priorities
Note: we do not expect your project to meet every priority / How you involve volunteers;
educate or pass on skills;
beaccessible (or open) to as many as possible;
benefit young people and families;
benefit elderly people help or
involve disabled people.
Improve the Three Rivers environment
Work in less affluent areas of Three Rivers
vi. What are you doing to ensure the project is using resources sustainably / Describe what considerations you are making to ensure that the equipment you buy or the activities you do are making as efficient use of resources as possible
You may wish to draw up a plan. Please submit this if you do this.
vii. What will you measure to judge whether your project was successful? / This may include feedback from the beneficiaries or other organisations. For bigger projects you may conduct a survey or use official statistics
SECTION C: Financing Your Project
What is the total cost of your project / £ / We rarely pay for the entire cost of a project so please give details of other funding.
We are able to assist you find funders. Let us know if you need this help.
How much grant are you applying for / £
Explain how are you getting the rest of the financing
What are you going to spend the grant on / Please tell us specific items or expenses and how much you think they will cost.
If you plan to continue your project how are you going to finance it in the future / Some projects will be one offs. Others will be start ups. We want to be confident that longer term projects can be sustained.
Checklist

Ensure each section has an answer. Indicate where a space is not applicable.
Please send your answer on an additional sheet if there is not enough space on the form.
Be sure to send in your constitution and a copy of your most recently audited accounts. We can help you in drawing up a constitution if you do not have one.
You can send the form by email but we need a hard copy version of your signed declaration.
You can also send other documents or literature if you think it explains your organization or project well. You could send an annual report, photographs or written evidence for example.
If you have made modifications to your project to ensure it makes efficient use of resources please consider sending a plan.

DECLARATION
On behalf of the Organization named overleaf, I apply for Grant Aid and declare, to the best of my knowledge, that the information given is true and correct.
Signed Date
Position in organization

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APPENDIX B: GUIDANCE NOTES

Each year Three Rivers District Council invites organisations to apply for assistance for projects which improve the lives of its residents. The best applications match what the Council wants to achieve. This guide is intended to help you present your project in a way we would want to support.

ELIGIBILITY

If you are in doubt about whether your organisation or plan is eligible please contact us for advice.

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WE SUPPORT

Non profit organisations and charities

Organisations or clubs planning to start up

One off items you need to buy

One off projects

WE ARE UNLIKELY TO SUPPORT

For profit companies/ individuals

Uniformed organisations

Running costs like staff salaries or rent

The entire cost of a project

Where the work has already been done

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COMPLETING THE APPLICATION FORM

It is a good idea to plan your responses before completing this form. The application notes in the right hand column will assist you.

SECTION A: YOUR ORGANISATON

You do not need to be in Three Rivers but your project must benefit Three Rivers’ residents.

If your organization is fully set up you may not have a constitution. You can find a model (or suggested) constitution for organizations which have an income of less than £5,000.

SECTION B: YOUR PROJECT

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The form is designed for you to demonstrate why there is a need for your project and how your application will address it.

Take each part in turn because they follow a logical progression.

There are also other sheets which give assistance on how you can design your project to make efficient use of resources.

DESIGNING A SUSTAINABLE PROJECT

Ensure the item you are purchasing is

energy efficient such as having a

recognized energy rating.

Take steps to ensure recycling or

composting such as collecting bins

Modify transport arrangements such as allowing car sharing or using bicycles
Purchase items locally and preferably Fairtrade, seasonal, recycled materials.
Minimise your water use.

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SECTION C: FINANCING YOUR PROJECT

Tell us the total cost, what you are going to buy, how you will raise any extra funds and how you plan to keep your project going if it is to be more than a one off.

BE SURE TO REGISTER WITH GRANTS4 THREERIVERS

Three Rivers District Council also has a site Grants4 ThreeRivers. This allows individuals and organizations to register for free and have access to a large range of funders. You can find it from the Council web site or enter

Search for European, National, Regional, Lottery and Foundation grants relevant to your area
Funding available from local grant makers.
View the latest news on funding opportunities.
Browse the Grants Directory for European, National, Regional, Lottery and Foundation grants.

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