Voluntary Organisation

Grants and Funding

Voluntary Organisations - Request for Financial Assistance

Standard Conditions of Grants

Applicants must read and agree to abide by the undernoted Conditions of grant. ALL applicants should read Section A and Section B or Section C if applicable to your grant request.

A. GENERAL

1. The grant is allocated for this project/activity only and no guarantee can be given that further funds will be available.

2. The financial support must be spent only on the purpose for which it was granted.

3. The Council's liability shall be to make a payment of the grant to the organisation. All other liabilities or claims are the responsibility of the organisation receiving grant.

4. The organisation will, at any time, if requested

(a) provide information or copies of financial records as may be required by an authorised officer of the Council.

(b) make items purchased or projects developed available for inspection.

5. Grants up to £1,500

Receipts or other evidence of expenditure acceptable to the Council will be submitted by organisations immediately following purchase of equipment. In other cases a detailed statement of expenditure shall be provided to the Council on completion of a project or within 6 months, whichever is the earlier.

6. Grants of over £1,500

Monies must be spent within a period which does not exceed 12 months from the date of approval. A detailed statement of expenditure must be provided to the Council on completion of a project or within 12 months, whichever is the earlier.

7. If costs are less than the amount specified on the grant application the surplus will be repaid to the Council.

8. All projects/activities will be carried out under the complete control of the organisation awarded grant funding.

9. The organisation will submit evidence that the purpose for which the grant was awarded, was achieved.

10. The organisation will keep records and receipts of how the grant was spent and produce these figures in a project/activity final report.

11. The accounting arrangements/transactions will be subject to audit scrutiny by South Ayrshire Council.

12. Any organisation receiving grant aid will acknowledge the support of South Ayrshire Council in all publicity material.

13. Additional conditions of grant may be set by the Council at its discretion.

14. The organisation will ensure that policies and practices minimise any detrimental effects to the environment and complement the Council's commitment to protecting and improving the environment of South Ayrshire.

15. Section 2 of the Local Government Act 1986 prohibits the Council from publishing any material which appears to be designed to affect public support for a political party. The same section also prohibits the Council from funding organisations to do this. The organisation shall comply with this requirement.

16. The organisation will avoid discrimination in recruitment and conditions of employment and make efforts to be an equal opportunities employer. In both service provision and employment matters the policies and practices of your organisation should at all times conform to:-

(a) Equal Pay Act 1970
(b) Sex Discrimination Act 1975
(c) Race Relations Act 1976
(d) Disability Discrimination Act 1995
(e) Health and Safety at Work etc Act 1974.

B. EQUIPMENT

Organisations awarded grant funding for the purchase of equipment will ensure that:-

1. the equipment will be owned and controlled by the organisation.

2. the equipment will be adequately insured by the organisation.

3. the organisation will undertake to ensure that the equipment is fully and properly maintained.

4. equipment purchased with a grant will not be disposed of without the prior permission of South Ayrshire Council.

5. should the organisation disband, any equipment or facilities purchased from financial support provided by South Ayrshire Council will revert to the Council.

6. if equipment or facilities purchased from financial support provided by South Ayrshire Council is lost, stolen, damaged or otherwise the subject of an incident covered by an insurance policy, any monies obtained from insurance will revert to the Council.

C. LAND OR BUILDING WORKS

Organisations awarded grant funding toward the cost of land or building works will ensure that:-

1. written evidence of the acquisition or lease of the property (a lease should be for a period of at least five years) will be submitted by the applicant.

2. all appropriate planning and building warrants can be obtained and evidence of this provided to the Council.

3. an undertaking will be given that all works involving land, buildings or roads will be carried out only with the written approval of the owner which will be submitted with the application.

4. following any works involving land, buildings or roads owned by the Council, reinstatement work will be carried out to the full satisfaction of the Council, a written statement to this effect will be produced by you.

5. the organisation will submit to the Council, for information, a copy of the invoice for the work, and in due course, when the work has been completed, an audited and certified statement of final costs.

6. the grant will be applied only to the part of the premises as stipulated in the application, e.g. roof, interior decoration, kitchen.

Download Grant Application Form (170KB)

Send completed forms to:
Grant Administration
Burns House
Ayr
KA7 1UT
Tel: (01292) 616245