PPAF Borough Guidance

THE POLICE PROPERTY ACT FUND (PPAF)

BOROUGH GUIDANCE

Index / Page
Introduction / 2
Grant criteria / 3
Project criteria / 3
Eligibility criteria / 4
Administrative arrangements / 5 – 6
Examples of the use of the PPAF in partnership /

7

Examples where a disbursement would not be appropriate /

8

Financial safeguards - Cheque-handling /

9

Appendix 1 / 10

THE POLICE PROPERTY ACT FUND (PPAF)

BOROUGH GUIDANCE

Introduction

The Police (Property) Act 1897 and the Police (Property) Regulations 1997 enable the surplus from the sale of certain property coming into police possession to be used for ‘charitable purposes’. Money from these sales is placed in the PPAF, which under legislation is the responsibility of the MPA. Funding from the PPAF is available for disbursement when sufficient money has accumulated. This guidance sets out the MPA approved criteria that grants assist local communities affected by crime. There is also guidance on the types of organisations from whom applications can be considered.

Administration of the Fund has been delegated by the MPA to the MPS. The administrative arrangements agreed with the MPA are that funding shall be notionally allocated to boroughs and that this is to be used to improve community safety and to provide support for the crime reduction strategy. A proportion of the fund is retained centrally to support London-wide activities. Towards the start of each financial year, borough commanders and chief inspectors (partnership) are advised of the amount of funding allocated to them and the period during which the allocation may be utilised. There will be no automatic carry over of funds from one year to the next, nor can the availability of funding always be guaranteed. Funds cannot be spent directly by police but they can be used to pump prime partnership activities within the borough. Further information on the administration of PPAF grants and financial safeguards is contained in this guidance.

Any questions on this guidance should be addressed to Freddie Coggle or Martin Waters, Exchequer Services on extension 781665 or 781931.

PPAF Officer Sept 2010

Exchequer Services

Finance Services

10th Floor

ESB

Grant criteria

Disbursements should be to projects that support the MPS Mission and Values in the following objectives:

·  tackling crime through safer neighbourhoods

·  working together with all MPS citizens

·  working together with all MPS partners

Project criteria

The projects which are supported by PPAF grants must be for charitable purposes and must benefit the residents of Greater London or a part of it. The aims of a project must include one or more of the following:

1.  to support people who are or have been

·  victims of crime

·  vulnerable to crime

2.  to improve the quality of life for residents by initiatives which

·  prevent crime or reduce the fear of crime

·  divert people, especially young people, away from crime

·  reduce drug and alcohol abuse

·  reduce re-offending

3.  to promote greater co-operation between the police and local

communities by

·  encouraging the development of a positive relationship between members of local communities and the police, especially those sections of the community which are currently under-represented in the MPS

·  improving informed community engagement in the policing of London

·  developing local partnerships which have a relevance to policing in London and relationships between police and the community

In addition to supporting specific projects, grants may also be made to support the general activities of an organisation provided the organisation can demonstrate on-going financial viability which is not dependent on MPA funding.

Eligibility criteria

The organisation should:

1.  operate on a not-for-profit basis

2.  carry out activities which benefit residents within the Metropolitan

Police area

3.  be able to demonstrate

·  sound management of their affairs (for instance by providing copies of accounts, annual reports etc)

·  on-going viability which will not be dependent on MPA funding

4.  not seek to promote or oppose any political party or take part in party political activity

5.  promote equality and diversity both in its employment practices and its service delivery

6.  be able to account for how disbursement is to be used and how the results will be measured

7.  not seek to promote or oppose any religion, or any religious belief.

The organisations need not be registered charities.

The MPS will not:

1.  provide funds for services or goods which are normally provided from Government, local authority or other funding sources

2.  directly support a local authority or other public organisation (other than indirectly through a partnership arrangement)

3.  fund individuals employed by the MPA or MPS; organisations that are wholly or substantially controlled by the MPA or MPS or by MPS Staff Associations or staff; fundraising events organised by the MPS or its officers, organisations and bodies connected with the police service generally. However consideration will be given to funding for charitable organisations whose work is intended to provide health or welfare benefit for serving or former MPS officers and staff and dependants, and organisations and events run by off-duty police officers and staff, and for those organisations where the MPS has a minority or associated interest.

4.  make grants over £20,000 unless a specific case is made through Financial Services to the MPA Co-ordination and Police Committee.

5.  usually pay a grant to an organisation for more than two consecutive years but recognises there may be occasions when appropriate opportunities are limited. In circumstances where a borough has difficulty in making varied awards the carry over of the allowance to the next financial year, or a further award to an organisation that has already received an award for two consecutive years, will be allowed but subject to approval by finance committee.

  1. make a future commitment of an award to an organisation.

No member of the MPS with an interest in the organisation or project concerned may take any part in the decision-making process.

Administrative arrangements

The available funds are notionally allocated to boroughs using a formula designed to distribute the funds according to an assessment of each borough’s needs using the project criteria under the heading Grant Criteria above. A proportion of the funds will be retained by Exchequer Services for London-wide activities.

Individual applications can be for any amount within the borough allocation, subject to the limits set out under eligibility and grant criteria. Borough commanders must approve an application being met from the borough’s PPAF allocation, after consulting MPA link members, and sign the application form to this effect.

The following information must be provided with applications:

·  the amount of grant being requested

·  the potential benefits for people living and working in the Metropolitan Police area and which sector of the public the project is aimed at

·  how the need has been expressed

·  the goals and objectives of the project, how they will be delivered and how success will be measured

·  evidence that the project has the support of the local crime and reduction partnership in the borough

·  details of the organisation’s constitution, management and membership

·  evidence of financial viability and viability of the project (including the consequences of MPA funding not being available)

·  examples of previously managed projects.

An application form, which must be used by the project or community group seeking funding, is at Appendix 1. The recipient organisation is accountable for how the grant is used. The result must be measured and the recipient must report back to the borough at the end of the process on how the money has been spent. Boroughs are reminded that the PPAF funding should not be the only source of income for a project.

The following checks must be made of recipient organisations before an application is forwarded to Finance Services :

Applications for £10,000 or more: audited accounts which must be examined

by the finance and resources manager or

the borough accountant

Applications for £1,000 to £10,000: accounts not necessarily audited

Applications for less than £1,000: a signed statement from the treasurer of

the organisation detailing how the money

will be used.

It is the responsibility of boroughs to ensure that applicants forward this supporting information with their application.

Borough applications should be sent on an unregistered cover to Exchequer Services (PPAF), 10th Floor, Empress State Building showing

a) that the application is supported by the borough commander,

b) that there is sufficient money left in the borough allocation,

c) the precise name of the organisation that should appear on the cheque and

d) the amount payable clearly stated.

Applications that do not appear to conform to the grant and eligibility criteria or these guidelines will be queried and may be rejected. Finance Services will seek approval from the MPA in respect of all applications over £20,000 (although in reality awards of this size are not currently possible due to fund balances).

Cheques will be forwarded to boroughs (via the valuables bag) to distribute to the successful applicants. Cheques must be signed for by the borough representative and kept safely until handed over to the recipient organisation. Recipients should be asked to acknowledge receipt of the cheque in writing. Borough commanders are responsible for sending letters to unsuccessful applicants. Exchequer Services has no role in the selection of applicants for grants from boroughs and organisations should not be advised to contact this branch.

Boroughs should follow up the award by confirming with the organisation that the funding has been spent in accordance with the original proposal. Reference should be made to the grant in the recipient’s annual accounts. Business group accountants will be able to assist with advice or guidance. Exchequer Services must be advised of those organisations that fail to comply with these requirements.

When action is complete, papers should be filed locally for 7 years where a disbursement was made and 2 years for unsuccessful applications.

Examples of the use of the PPAF in partnership

Examples of the types of schemes that might be eligible are set out below. The list is far from exhaustive and other schemes should be considered on their merits.

Schemes to support victims

A trust housing estate suffers frequent burglaries involving repeat victimisation and illicit drug users frequent the stairwells.

Fund money could be paid through the trust to contribute towards the cost of various situational crime prevention measures. These could include:

·  improved doors and locks

·  enhanced entry controls

·  closed circuit television

Schemes to support those vulnerable to the effects of crime

Racial attacks are commonplace in a particular area.

Funds could be provided through a partnership body to:

·  set up a community alarm system

·  establish and maintain a multi –agency help forum

·  provide on-call translation services for the immediate assistance of victims

·  conduct specialised surveys on local crime problems and victim needs

Schemes to divert people from crime

Young people are hanging about on the street, behaving in a disorderly manner, causing fear and getting into trouble. There are no suitable local facilities and many young people are involved in drugs and alcohol.

Money from the fund could be used to support:

·  the establishment of a youth club, football league etc.

·  an on-call drugs worker to attend the police station to offer counselling and treatment in appropriate cases

·  a ‘drop-in’ project for young people at risk from drugs

·  a project to provide parenting skills and crisis support for parents

·  motor projects and similar schemes which seek to target vulnerable groups

Boroughs should always consider whether any other organisation is prepared to provide additional funding. Disbursements should be considered in the context of the local strategy to reduce crime and disorder.

Examples where a disbursement would not be appropriate

·  to individuals (for example as a contribution to a fund-raising activity or for special medical treatment)

·  to umbrella groups such as a Mayor’s Charity Appeal whose purpose is fund-raising for political groups or trade unions

·  to police officers or Police Federation branches (Groups that meet the criteria for funding that are run by police officers in off-duty hours can, however, be considered)

·  day trips or holidays (unless the scheme is diversionary)

·  to purchase furniture for a residential home

·  to purchase equipment to set up a crèche or children and toddlers group

·  to fund a scheme or project that would normally be financed by the MPS (for example additional police foot patrols in a particular area)

·  to fund local authority services the provision of which is the authority’s ordinary responsibility (eg schools)

It must be emphasised that, no matter how worthy a cause, grants will only be approved if the grant and eligibility criteria are met.

Financial safeguards - Cheque-handling

The following administrative procedures regarding financial safeguards against loss of cheques or misappropriation must be adhered to:

·  cheques will be made payable only to the organisation to whom payment is due

·  cheques will be forwarded to boroughs via the valuables bag or they can be collected personally from Empress State Building by a representative of the borough (but not the applicant)

·  boroughs must sign for all cheques in the valuables bag record book as proof of receipt

·  cheques must be kept in a safe until they are presented or sent to the recipient

·  cheques that need to be re-issued or cancelled must be returned to Exchequer Services (PPAF), 10th Floor, Empress State Building via the valuables bag with the relevant documentation.

Click here to access the application form.

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