Community grants

1. The organisation must have adopted a written constitution acceptable to the council. 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 and the like, should be kept for a minimum of 18 months after the expenditure is incurred. 

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. Non –discrimination, equalities and diversity

4.1 Equal opportunities means the prevention, elimination or regulation of discrimination between persons on the grounds of sex or marital status, on racial grounds or on grounds of disability, age, sexual orientation, language or social origin or of other personal attributes, including religion (or lack thereof), beliefs or opinions, such as religious beliefs or political opinions or lack of such religious or philosophical beliefs.

4.2 The organisation must have a commitment to mainstream equalities and rights in accordance with the Equality Act 2010 (or otherwise), both in terms of its practices employing staff and volunteers and in providing services, the organisation hereby confirms that to the best of its knowledge and belief it has complied with the Equality Act 2010 and will continue to comply with it in a manner which is proportionate and relevant to the nature of the grant. The organisation must also be able to show, and provide evidence of the same to the council upon request, how their organisation:

• advances equality of opportunity
• fosters good relations
• eliminates any unlawful discrimination, harassment and victimisation

4.3 The organisation shall not discriminate directly or indirectly, or by way of victimisation or harassment, against any person on grounds of gender, marital status, colour, race, nationality or ethnic origin, sexual or gender orientation, age, disability, or faith/belief contrary to any law, enactment, order or regulation including the Equality Act 2010

4.4 The organisation shall take all reasonable steps to secure the observance of Clauses 4.2 and 4.3 by all servants, employees and agents of the organisation and all suppliers and sub contractors employed in the execution of the grant.

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 Level 1 or Level 2 disclosure checks and membership of the PVG scheme as appropriate for staff or volunteers, or any other relevant information as required by law or as determined by the council, and ensure staff or volunteers receive suitable training, with any allegations of abuse or neglect immediately notified to the council.

Organisations that involve volunteers should have in place a volunteering policy and good practice guidelines to a standard equivalent to those of the council.

6. The organisation must advise the council of all other sources of grant aid and funding from other persons or bodies such as Lottery, as and when they are awarded.

7. Organisations must upon request keep the council informed of their activities. The organisation must inform the council in writing immediately should it become aware of any default of these conditions or acts or omissions by it or its staff or members (including alleged fraud or other criminality) which might attract adverse publicity.

8 The organisation must not use grant funds to publish material which appears designed to or could affect public support for a political party. This restriction is placed on the council and any group it funds by the Local Government Acts 1986 and 1988. The organisation is acting in its own right as an independent organisation and not as an agent of the council, and cannot act in the name of, or on behalf of, the council.

9. 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.

10. The organisation must provide information required by the council or council’s external auditor if asked to do so. Random spot-checks may also be carried out by the council to ensure this.

11. An organisation receiving a grant from the council must:-

• use the grant for the purposes outlined in the Letter or Award, which will be sent out in due course
• keep records and receipts of how the grant is spent
• provide any information required by the officer of the council responsible for monitoring the grant at any time on request
• acknowledge the council’s support to your organisation in promotional activity and any publicity

12. All grant payments will normally be made in accordance with the terms specific to the grant as detailed in the letter of grant award, which will be issued in due course

13. Budget limits agreed between the council and the organisation for the project(s) must be adhered to. No additional unapproved expenditure for the project(s) should be made by the organisation at any time.

14. For the purpose of this clause 10 the terms “data controller”, “processor” and “personal data” shall have the meaning set out in the Data Protection Legislation.

14.1 "Data Protection Legislation” means all applicable laws relating to privacy and the processing of personal data including the General Data Protection Regulation (EU) 2016/679 and the Data Protection Act 2018 or any equivalent or similar legislation implemented in the UK following the UK’s withdrawal from the European Union.

14.2 “Information Legislation” means the Freedom of Information (Scotland) Act 2002 and the Environmental Information (Scotland) Regulations 2004.

14.3 The organisation must observe their obligations under the Data Protection Legislation (if the delivery of its activities will involve the processing of personal data within the meaning of the Data Protection Legislation) and the Information Legislation, and shall comply with all applicable laws, regulations, best practice and codes of practice.

14.4 The organisation acknowledges that the council is subject to requirements under the Data Protection Legislation and the Information Legislation. Where requested by the council, they will provide reasonable assistance and cooperation to the council to assist the council’s compliance with its information disclosure obligations.

14.5 On request from the council the organisation will provide the council with all such relevant documents and information relating to their data protection policies and procedures.

14.6 The organisation acknowledges that the council, acting in accordance with the codes of practice issued and revised from time to time relating to the Information Legislation, may disclose information concerning the organisation and/or and the grant without consultation.

14.7 The organisation agrees that they are the data controller of any personal data processed by them for the grant. The organisation will comply fully with the Information Legislation and the Data Protection Legislation to the extent that they are applicable to the organisation.

14.8 The organisation agrees that the council, its employees and contractors may use personal data which they provide about their staff, partners and participants involved in the use of the grant in order for the council to administer and evaluate the grant, and to exercise the council’s rights under these conditions and its legal duties.

14.9 The organisation also agrees to the council publishing any details of the grant on the council’s website.

15. The organisation must ensure that suitable insurance is in place for its activities and those taking part in them, including public liability insurance, and where appropriate ensure suitable health and safety procedures are in place to safeguard the health of those taking part and others, including first aid training where appropriate.

16. The council undertakes to give adequate notice of the early termination of grants. If the organisation is not meeting the purposes of the grant, council officers will engage 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 council then the organisation will repay to the council the entire grant or any lesser part of the grant as determined by the council.

17. If any of the circumstances described below exist, the organisation will be deemed to be in breach of its obligations and responsibilities in terms of the grant award. In this situation the grant shall be repaid wholly or in such part as the council shall determine. The council may take whatever action it deems necessary to safeguard property purchased with the grant, including taking delivery of that property in which case ownership thereof shall be deemed to have transferred to the council.

Circumstances which may lead to such action are:-

• where any part of the grant or any asset(s) purchased with the grant is not/are not being applied for purposes for which the grant was allocated
• where the affairs of the organisation are, in the council's opinion, not properly managed
• where these grant conditions are not complied with
• where the organisation becomes insolvent
• where the grantee does anything to bring the council into disrepute
• where the organisation is party to fraud or other criminal activity
• where any executive member, any employee of the organisation or anyone else associated with the organisation, has unreasonably failed to observe guidance from the contact officer or any other officer of the council
• where records of the organisation are not kept complete, accurate and up-to-date
• where liabilities of the organisation to a third party are (including the payment of wages, income tax and national insurance contributions) not being honoured
• where the organisation has failed to follow advice or directions given by the contact officer or any other officer of the council to provide documents or information sought by the contact officer or any other officer of the council
• you must complete and submit the conditions of grant declaration form when applying. If you do not complete this form, we cannot process your grant application and it will be delayed