Conditions of Grant for organisations receiving a grant of £1,500 or less from the South Lanarkshire Community Planning Partnership

1.    The organisation must have adopted a written constitution acceptable to the South Lanarkshire Community Planning Partnership.  The constitution must require the group to elect its committee and office bearers annually at a public meeting.  The constitution must also include a commitment to equal opportunities.

2.    The organisation should keep simple, accurate financial records and produce accounts.  Cheques drawn on the organisation’s bank account may only be signed by any two of no more than four authorised signatories.  Evidence of expenditure, for example receipts, invoices, bank statements, etc. should be kept for the standard retention period.

3.    The organisation should hold regular committee meetings, some of which must be open to all members.  The organisation must produce records of committee and general meetings and must allow special meetings at the request of an agreed number of members.

4.    The organisation must strive to be representative of their area and ensure that membership is not only open but that participation of all residents is actively encouraged.  The organisation should take positive steps to encourage equal opportunity and involvement of those who are under-represented in the organisation such as the elderly, disabled and members of the ethnic minority community.

5.    Where activities involve children and vulnerable people, the organisation must operate an appropriate and adequate volunteering and vetting policy.  Organisations must have a system in place for obtaining Standard and Enhanced Disclosure Scotland checks, or any other relevant information as required by law or as determined by the South Lanarkshire Community Planning Partnership.  Organisations that involve volunteers should have in place a volunteering policy and good practice.

6.    Organisations must be prepared to keep the South Lanarkshire Community Planning Partnership informed of their activities in relation to the grant that is awarded.

7.    Organisations must not use grant funds to publish material which appears designed to or could affect public support for a political party. 

8.    The organisation must provide details of their aims and objectives and provide evidence that any grant was used for the purpose for which it was provided.  The annual accounts must demonstrate how the grant was used and highlight any unspent funds.

9.    An organisation receiving a grant from the South Lanarkshire Community Planning Partnership must:-

• Use the grant for the purposes outlined in the Letter of Award, and complete an expenditure return form detailing how the money was spent;
• Share the information gathered from the people with lived experience with the Community Planning Partnership by using the form provided with the Letter of Award.  Equalities information will be requested however information provided should be anonymised so as not to identify any persons concerned; 
• Keep records and receipts of how the grant is spent;
• Return any unused funds from the grant award to the Community Planning Partnership; and
• Provide any information relevant to the grant as required by the officer of South Lanarkshire Council’s Community Planning Team responsible for monitoring the grant at any time on request.

10.  All grant payments will normally be made in accordance with the terms specific to the grant as detailed in the Letter of Award.

11.  If the organisation is not meeting the purposes of the grant, Community Planning Officers will work with the organisation to discuss what action, if any, can be taken to improve delivery.  If performance does not improve and the effective use of public funding is at risk, or the grant is not used for the purpose for which it was made by the Community Planning Partnership or if fraudulent activity is proven then the organisation will repay to the Community Planning Partnership the entire grant or any lesser part of the grant as determined by the Community Planning Partnership.