Guidance Notes for

Completing the Application Form


These notes are to be read before completing your application form and are designed to help you with your application.

The Scheme

The Landfill Communities Fund (LCF) is a scheme that enables Landfill Operators (LOs) to donate a percentage of their Landfill Tax liability to Environmental Bodies (EBs). EBs are able to award this donation to eligible projects within 10 miles of qualifying landfill sites. Essentially, the aim of the scheme is to enhance the environment of communities living in the vicinity of landfill sites.

Viridor Credits

Viridor Credits Environmental Company is a company limited by guarantee (No. 4293742) and is anEnvironmental Body (EB) registered with ENTRUST, the regulator of the Landfill Communities Fund (Reg No. 331293). It is also registered as a charity (No. 1096538).

Viridor Credits was set up to administer the LCF on behalf of Viridor. It is, however, a wholly independent company, separate from Viridor’s operations.

Viridor Credits is based in Taunton, Somerset.

Steering Groups

Viridor Credits has established Steering Groups (SGs) in each area eligible for funding. These SGs are managed directly by Viridor Credits. The postcode search on our website will indicate which Steering Group your project falls under. SGs are made up of local representatives in order to best direct LCF funding for maximum benefit to the community.

Eligibility and Compliance

All applications received by Viridor Credits are checked for compliance; that they adhere to the Regulations set by ENTRUST; and eligibility; that the project contains aspects that Viridor Credits is able to fund. Each application is judged on its individual merits.

Eligible Applicants

Any organisation or group which is properly constituted and is not-for-profit can apply. The organisation may be registered as an Environmental Body (EB) with ENTRUST, but it is not a prerequisite to applying for funding. Viridor Credits is able to act as the EB and register the project on behalf of the applicant, if funds are awarded.

Project Objectives

Projects that fulfil the following objectives may be eligible for funding:

  • The protection of the environment, the provision, maintenance or improvement of public amenities and parks, which are open and accessible to the public. Object d.
  • The protection of the environment, the enhancement, protection and/or promotion of biological diversity of a species or habitat. Object da.
  • The protection of the environment, the maintenance, repair or restoration of a building that is of historic or architectural interest, and is open and accessible to the public. Object e.

Project Priorities

Viridor Credits-funded projects must demonstrate:

  • Proof of a need and local support for the project; promotion of community participation (volunteering) and partnership approaches
  • Environmentalsustainability; use environmentally-friendly materials and solutions wherever possible
  • Value for money; projects must maximise the benefit of LCF funding
  • Self-sustaining and have long-term management plans

Funding from Viridor Credits

Certain conditions must be met in order to qualify for funding:

  • Awards will be for capital expenditure only
  • Applicants will have to secure a contribution from a third party, separate to any award from Viridor Credits (see below)
  • Two Funding Agreements will need to be signed before the commencement of any works (and will be provided by Viridor Credits, if the project is approved)
  • The project must be successfullyapproved by ENTRUST before the commencement of any works.If ENTRUST approval is not given, for whatever reason, any offer will be automatically rescinded
  • Where there is a change in the foot-print of a building, whether by extension or new build, or where land is purchased, a legal charge will be required on the land to protect the LCF monies invested in the project
  • Projects must be started within 12 months of the approval of the award

Ineligible Elements

The following elements are NOT eligible for funding:

  • Aspects of a project that have already started
  • Salaried posts
  • Core funding of the applying organisation e.g. rent, bills, supplies
  • Revenue funding

Contributing Third Party

A landfill operator receives a 90% tax credit from HMRC for their donations to the LCF scheme. The 10% shortfall in tax credits is required by the landfill operator from an independentContributing Third Party (CTP) in order to mitigate any lossesincurred by the landfill operator for participating in the scheme. In addition, the LCF regulator, ENTRUST, levies a statutory charge(currently 2%) on all donations to cover their administrative costs. This levy will be added to the 10% contribution.

Example: A project applies for, and is awarded, £10,000. The Third Party Contribution (TPC) is calculated thus:

£10,000 nett awarded and available to the project

10% shortfall = £1,000

ENTRUST levy (2%) = £20.00

TOTAL TPC = £1020.00

Therefore, £1,020 must be paid by a CTP to Viridor before Viridor Credits can release any of the £10,000 awarded to the project.

The TPC is entirely separate from any project costs or funding, and is a transaction between the CTP (an organisation or individual unconnected to the project) and the Landfill Operator. The TPC must not be factored into, or come from, any award from Viridor Credits or other LCF monies.

NB:The TPC must be in the form of a cheque made payable to Viridor Waste Management but sent to Viridor Credits Environmental Company. The VC Admin Team will then record this payment before forwarding the cheque to Viridor.

Who Can Be a Contributing Third Party?

Anyone can be a CTP, providing they do not gain a unique benefit from the project put forward for funding. Below is a list of examples of organisations that may be CTPs:

  • Private Companies
  • Public Sector organisations – Local Authorities, County Councils
  • Charities
  • Voluntary organisations
  • Private donors
  • Monies from fundraising

Who is Excluded From Being a Contributing Third Party?

Any individual or organisation who gains a unique benefit from the project, specifically:

  • Any individual or organisation directly connected to the landfill operator, Viridor, or a contractor of the project.

Completing the Application Form

Front Page

This summarises some of the key information of your project, for use by the admin team. You can ascertain your local Steering Group in Appendix 1 of these guidance notes.

Section 1 Organisation Details

  1. The permanent correspondence address of the organisation applying for funding.
  1. The primary contact is the only person to whom Viridor Credits can discuss any aspect of the application. If the primary contact wishes to share this responsibility, please add a secondary contact.
  1. This part confirms you are a constituted, not-for-profit organisation that is eligible to apply for funding though Viridor Credits.
  1. Describe the aims of your organisation as a whole.
  1. Written confirmation of relevant insurance policies, e.g. building insurance, Public Liability Insurance.

In addition, you must enclose a copy of:

  • Your constitution, trust deed, or memorandum and articles of association.
  • A formal agreement by the organisation to apply for funding from Viridor Credits, e.g. the relevant minute of a meeting

Section 2 General Details

  1. The name that your project will be referred to in all correspondence.
  1. This confirms that you are in an area eligible for Viridor Credits funding (please use the website to check this information, or call a member of the Admin Team).
  1. Viridor Credits can only consider projects that are within 10 miles of an active Viridor landfill site. Use this box to confirm this.
  1. If your project is already registered with ENTRUST, enter the details here and include a copy of your registration certificate with your application. If your project is not registered yet, we can do it for you.
  1. Please include as much detail as concisely as possible in this field, including the elements of your project you would like Viridor Credits to fund.
  1. Use this section to describe why there is a local need for your project, such as lack of facilities or the upkeep of a locally or nationally important structure or building, and the overall objectives of your project.
  1. This section tells us whether or not any income will be generated by the project, and, if so, how much.
  1. Tell us how you will spend any income, e.g.upkeep and maintenance of the amenity.
  1. This question describes how large a population will benefit from the project.
  1. Please describe how the community suffers from and is affected by social or environmental deprivation.
  1. What aspect of the environment does the project cover in order to counter the effects in question 2j?
  1. Describe how the aims of your project are for the protection of the built, social or natural environment stated in 2k.
  1. This question provides evidence for community backing for your project. Community support may include offers for volunteering, fund-raising, questionnaires or written letters from community groups.
  1. Your project must utilise local or national media in order to help Viridor Credits make others aware of the LCF scheme. Describe how you will do this.
  1. Youth volunteering is an important part of the LCF scheme, and you are encouraged to create local youth volunteering opportunities, where appropriate to your project. Also, please provide details of other work roles created by your project.
  1. Detail any other voluntary or other employment opportunities.
  1. The access statement is a compulsory part of your application. This tells us that your project fulfils the criteria for open access and that there are no restrictions to the general public.

In addition, you must enclose:

  • A copy of your approval letter from ENTRUST (if obtained). If your project is not registered,we are able to register your project for you.
  • Evidence of local community and/or agency support to identify a need and support for the project, e.g. letters, surveys, consultation activities.
  • an indication of which areas or communities will benefit from the project
  • relevant photographs that may help your case for funding.

Section 3 Object-Specific Details

This section seeks to identify the LCF object that your project fulfils, and how the project will fulfil it.

Object d, da or e

Use these descriptions, and your objectives tick list (3a) to ascertain which objective your project meets and complete the relevant form below. If your project is a “d” project, you may skip the rest of this section.

  1. This question will help you to ascertain which object your project fulfils. Tick as many boxes as applies to your project.
  1. Your project may have overlaps into more than one object. Pleasedescribe these overlaps here.

Object da Form

  1. Identify the specific species or habitat(s) that will benefit from the project.
  1. Describe how your project will fulfil conservation of biodiversity, relating to the species or habitat in a.
  1. Your application may benefit, if you have the support of other conservation groups.

Object e Form

  1. This box measures the significance of the building or structure in architectural or historical terms.
  1. This informs us how important the building or structure is to the local community.
  1. Describe how urgent the repairs are, e.g. are they aesthetic or structural reparations?

Section 4 Ownership and Permissions

This section tells us about ownership, leases and any land factors that may affect your application.

  1. Please name the person or organisation that has permanent ownership of the land, building or site of the project.
  1. Please name the person or organisation currently in control of the land, building or site of the project.
  1. If you have a lease or tenancy agreement, please provide details here. NB: Viridor Credits requires that the applicant has a minimum ten-year lease on any land or building involved in the project.
  1. Provide details and documentation of any consents required for the project, e.g. planning permission, land owner’s consent.
  1. Designated land or structures may require certain additional permissions or add importance or prestige to your project.
  1. If the monies awarded will enhance the value of land or buildings (real estate), please arrange for this to be assessed independently prior to your application.
  1. Viridor Credits is committed to protecting the environment. Please detail here how your project will help us to achieve this through the materials used.

In addition, you must provide:

  • Any formal written evidence you have of permission or consent for the project
  • Site plans (where appropriate)
  • Relevant photographs in support of your application (these always help decision making)
  • Arrangements for an independent assessor to carry out an evaluation of land that will be enhanced through project funding (where appropriate).
  • That in the event of land being sold following completion of the project, the value of the award and any enhancement must be repaid to the LCF via Viridor Credits Environmental Company.

Section 5 Finance

In this section, you will provide us with information of any other funding, how you expect any award to be spent and information on the Contributing Third Party (CTP).

  1. This gives a breakdown of how your organisation is generally funded.
  1. The total cost of your project
  1. Please supply a detailed breakdown of your project costs.
  1. The funding you would like Viridor Credits to provide.
  1. The percentage of the project cost covered by the application amount.
  1. Please indicate whether you are VAT registered and whether you will reclaim VAT.
  1. Provide information on other applications for funding in relation to this project. It may help your application, if you provide details of other sources of funding.
  1. Please detail any LCF monies received by your organisation in the past.
  1. Please detail a simple timeline of your project, including estimated start/finish dates and estimated expenditure timescale.
  1. Describe how the project will be maintained beyond the project completion date. Give details of how it will be managed and funded.
  1. The name of the person or organisation paying the Third Party Contribution. If you have raised this sum through fund-raising, please provide details of the events held and what proportion of the community was involved.

You must provide:

  • A copy of your annual audited accounts (last 2 years, if available)
  • Three comparable quotes, estimates and suppliers costs for all expenditure. Your application may be deferred or even rejected if you can provide no evidence to justify your cost estimates. In all cases, quotes must be provided before funding confirmation is given.
  • Confirmation of other funding or funding applications contributing to the same project, and confirmation of other forms of partnership support and resources contributing to the project.
  • We may, in certain circumstances, require that a charge is placed over any assets created by LCF funds in favour of the Landfill Communities Fund and/or Viridor Credits.

Section 6 Declaration

Please read this section carefully before signing the application form.

Appendix 1 Quotes

Use this table to detail exactly what works are included in your quotes as well as what you’ve been quoted. We will base our award on the lowest quote, though you may use any of the contractors for which you have been supplied quotes.

Appendix 2 Enclosures

Use this checklist to ensure you have supplied us with all the paperwork we need to assess your project.

Assessment of Applications

Applications are assessed by the Admin Team on the basis of whether they meet the eligibility criteria outlined above. The contribution of the project to the LCF’s priorities will also be taken into consideration. Site visits and/or telephone assessments may be required by Viridor Credits to ascertain whether an application fulfils the eligibility criteria. Once the Admin Team are satisfied that a project is eligible and compliant, it is forwarded to the local steering group with any other applications for consideration shortly before the meeting date.LocalSteering Groups meet quarterly to consider current applications. Viridor Credits reserves the right to request further information following these SG meetings.

Funding is always subject to availability of LCF monies at any given time.

It is the policy of the Viridor Credits Board of Trustees not to disclose the reasons for declining to fund an application.

Payment Schedules

Letters will be sent to all applicants to inform them of funding decisions two weeks after the local Steering Group meeting. If a project is successful, the applicant will be sent a funding offer letter together with a successful applicants pack. This will detail any conditions we may attach to the award in addition to those outlined above.

Funds will be paid on completion of works, and on receipt of a completed Payment Request Form and detailed invoices.

Monitoring and Evaluation

As part of the standard conditions, all organisations will agree to a programme of monitoring and evaluation. This will include:

  • Producing quarterly progress reports for Steering Group meetings.
  • Producing an end of project report.
  • A statement and evidence of all expenditure.
  • Site visits, when requested by Viridor Credits.

Publicity and Acknowledgement

All organisations will be required, as a condition of the award, to recognise the funding received from Viridor Credits in any material and/or publicity associated with the project. Our in-house media administrator ison hand to assist you with any publicity and media releasesbefore they are released. We can provide banners for you to publicise our award at the project site during site works and a plaque once the project is finished.

Insurance

It is a condition of funding that your project has the necessary insurance cover before submitting an application. You cannot include this in your project costs for funding.

Further Information

If you would like further information or support with your application form, please contact:

The Admin Team

Viridor Credits Environmental Company

First Floor, Aintree House

Blackbrook Park Avenue

Taunton, Somerset

TA1 2PX

Tel: 01823 624656

Email: