Our Conditions of Grant Aid
Before applying to the Community Foundation for Calderdale (CFFC) for funding please read the Conditions of Grant Aid set out below. Please note that CFFC:
- reserves the right to add additional conditions on a case by case basis
- requires all successful grant recipients to agree to the PR and Communications Agreement (the ‘How to Acknowledge Our Grant’ booklet can be found HERE).
- will supply an Excel tracker spreadsheet which grant recipients will need to complete to evidence how they have met the grant conditions.
- CFFC will provide the sum in the offer letter on the condition that the ‘project’ to be funded complies with every term of this Agreement.
- The project must use the grant for the purposes outlined in the application form, subject to any conditions detailed in the offer letter. If any of the conditions specified are not fulfilled then CFFC may require all or part of the grant to be repaid. All expenditure to be reimbursed will pertain specifically to that agreed and will be directly relevant to and appropriate for the project.
- Only equipment and assets detailed and approved in the application form and during the application process can be purchased. An ‘Assets Register’ supplied by CFFC must be completed and returned by all projects of more than £500, within the timescale stated.
- The grant will be awarded on the basis of information supplied to CFFC during the application process. If any of this information is subsequently found to be misleading, inaccurate or false then CFFC reserves the right to receive back, in full, the monies awarded.
- You must not use the grant for any other purposes without our prior agreement. If the project is unable to spend the grant as agreed, the project must contact CFFC to discuss amending the funded project. Only variations that conform to purposes similar to the original application will be agreed and any variation of use must be confirmed in writing by CFFC. If any change of use is effected without seeking CFFC’s consent, the grant may be withdrawn.
- The project is required to return a completed evaluative report within six weeks of the completion of the project. Failure to do this, or to notify CFFC of any delay, may render the project ineligible for future grants. Some projects will in addition be subject to a more detailed monitoring exercise or visit.
- Grants for the purchase of equipment, improvements to facilities or short-term projects are expected to be spent within 12 months, or as specified in the guidelines. Longer term awards will be within a period agreed with CFFC, and subject to an agreed monitoring and evaluation process.
- The project must inform CFFC if it receives funding from another source for the project specified. CFFC will not pay for expenses that have already been paid for or agreed to be paid by another source.
- The project must maintain appropriate accounting records. All transactions relating to the project must be clearly identified. Payments should be made by cheque and cash payments should only be made in exceptional circumstances.
- If the project suspects any fraud or misappropriation of funds, within the organisation/project, during the life of the project then it must contact CFFC immediately.
- The project must retain all receipts of expenditure related to the grant for six years. These must be submitted to CFFC on demand and/or at the end of the funded project. All evidence of expenditure will be returned to the project.
- CFFC shall be permitted to examine and/or arrange for an external independent audit of the project’s accounts and any other related documents at any reasonable time. The project shall furnish oral or written explanations of the accounts if required.
- The project will return the fully completed evaluation form at the end of the project and be prepared take part in CFFC evaluative events.
- The project will be requested to send CFFC its annual accounts or financial report to its management committee, for the financial year in which the project took place.
- CFFC will, under no circumstances, be liable for any damage, injury or loss of any kind whatsoever to any property or persons as a result of activities paid for with this grant.
- Projects working with children and/or vulnerable adults must ensure that they have carried out the necessary checks, through the Disclosure and Barring Service, on their paid and volunteer staff and ensure that relevant policies are adhered to.
- The project will provide a safe environment for people working in it, both paid and volunteer staff, and all those using its facilities, and carry out relevant risk assessments to ensure their safety.
- The project will ensure that all necessary permits and licenses have been obtained for any event or activity funded by the grant and that the event or activity complies with all relevant regulations.
- During the life of the funded project you must seek approval from CFFC to sell or dispose of assets purchased within the period of the project, and any assets sold must be detailed on the Asset Register together with details of the sale. Disposal of assets following the completion of the project must adhere to the practice set out in your constitution.
- The grant is made on a ‘one off’ basis and does not carry any commitment to future funding.
- CFFC may reserve the right for the return of the balance of any grant not spent after this period (?what period?). Any unforeseen circumstances, which delay a grant being spent, will be taken into account and support given where appropriate.
- The project shall comply with any legal and insurance obligations that may be relevant in order to carry out the project activities, such as planning, licensing, employment, health and safety, and equal opportunities legislation and public liability and employers’ liability insurance as well as specific insurance requirements.
- CFFC is committed to involving all sections of the community. We expect projects to seek realistic ways in which they can make their services available to everyone, especially those who may find it difficult to join in.
- CFFC is here to support the local voluntary sector through its grantmaking. To help us ensure that our donors want to continue their funding we must work together to help our donors feel their contribution is making a difference. … CFFC support must be acknowledged in any press releases or publications produced by your group (SEE REQUIREMENTS HERE).
- The project accepts that by returning this form permission is given under the Data Protection Act 2018 to have project and contact details registered on the CFFC database. CFFC may give this information to other funders and community training organisations offering services and events that will help the project to achieve its aims. CFFC will not give or sell project contact details to any marketing or retail companies.
- If the project breaches any terms of this Agreement, CFFC may serve, on the project, a notice in writing to terminate this Agreement instantly and reclaim from the project all or part of the sums paid.
- CFFC is committed to equal opportunities both in the provision of services and as an employer. The project shall ensure that it promotes equality of opportunity to all sections of the community in its service delivery, its internal employment and management practices, and its dealings with any partners or contractors.
- Payment will only be made subject to the project complying with any conditions outlined in the offer letter. The Chair and the Treasurer of the project’s management committee as authorised for this purpose by the management committee shall signify their acceptance of these terms by signing and returning this Agreement.
- Any sums advanced under this Agreement will remain the property of CFFC until expended on the purpose(s) for which they are provided.
To download an Agreement of Conditions of Grant Aid, click here.
To download the PR and Communications Agreement, click here.