CLIMATE CHALLENGE FUND - Keep Scotland Beautiful · We are interested in the track record of the organisation and any other projects which the group have developed and managed. If

January 2013 Climate Challenge Fund application guidance notes

CLIMATE CHALLENGE

FUND

APPLICATION FORM

GUIDANCE NOTES

You should read through these Guidance Notes before completing the Application Form and they will be very useful during the process. If you require clarification on any section of the form then please contact a member of the Climate Challenge Fund Team on 01786 468779.

If you require these documents in alternative formats, other community languages or in large print, please contact a member of the Climate Challenge Fund Team on 01786 468779.

January 2013

2 January 2013 Climate Challenge Fund application guidance notes

TABLE OF CONTENTS

FRONT COVER 4

1.0 – ABOUT YOUR ORGANISATION ....................................................................... 4

1.1 ORGANISATION NAME ......................................................................................... 4

1.2 CONTACT DETAILS .............................................................................................. 4

1.3 ORGANISATIONAL STATUS ................................................................................ 4

1.4 BACKGROUND OF APPLICANT ORGANISATION .............................................. 7

2.0 – ABOUT YOUR PROJECT .................................................................................. 8

2.1 PROJECT NAME ................................................................................................... 8

2.2 PRESS RELEASE .................................................................................................. 8

2.3 PROJECT DESCRIPTION ...................................................................................... 8

2.4 PROJECT COMMUNITY ........................................................................................ 8

2.4.1 POST CODES ........................................................................................................ 9

2.5 JUNIOR CLIMATE CHALLENGE FUND ................................................................ 9

2.6 PROJECT PLANNING TEMPLATE ...................................................................... 10

2.6.1 WORKED EXAMPLE 1 – ENERGY EFFICIENCY ............................................... 13

2.6.2 WORKED EXAMPLE 2 – FOOD .......................................................................... 14

2.6.3 WORKED EXAMPLE 3 – TRANSPORT .............................................................. 15

2.7 CO2e CALCULATIONS ....................................................................................... 16

2.7.1 CO2e WORKED EXAMPLE 1 – PROJECT A; ENERGY EFFICIENCY ............... 19

2.7.2 CO2e WORKED EXAMPLE 2 – PROJECT B; FOOD .......................................... 20

2.7.3 CO2e WORKED EXAMPLE 3 – PROJECT C; TRANSPORT .............................. 22

2.8 PROJECT ACTIVITY AND MONITORING & EVALUATION SCHEDULE ............ 24

2.9 LEGACY OF YOUR PROJECT ............................................................................ 24

3.0 – REVENUE GENERATION ............................................................................... 25

4.0 - FINANCIAL ADMINISTRATION & INFORMATION ......................................... 26

4.1 PROJECT FINANCE TABLES ............................................................................. 27

4.1.1 FINANCE TABLE EXAMPLE 1 – ALLOTMENTS ................................................. 28

4.1.2 FINANCE TABLE EXAMPLE 2 – SALARIES ....................................................... 29

4.2 OTHER FUNDERS ............................................................................................... 29

4.3 DELIVERY PARTNERS........................................................................................ 29

4.4 BANK DETAILS ................................................................................................... 29

4.5 STATE AID ........................................................................................................... 30

5.0 – TECHNICAL & SUBMISSION INFORMATION ............................................... 31

5.1 CONTACT DETAIL SHARING ................................................................................ 31

5.2 ESSENTIAL DOCUMENTATION ......................................................................... 31

5.3 SUPPORTING INFORMATION ............................................................................ 31

5.4 GETTING STARTED ............................................................................................ 31

6.0 – DECLARATION ............................................................................................... 33

ADDITIONAL NOTES ............................................................................................... 33


A. STAFFING ................................................................................................................ 33

B. HIRING CONSULTANTS ......................................................................................... 34

C. BUILDINGS .............................................................................................................. 34

D. PLANNING ............................................................................................................... 34

E. CLIMATE CHANGE ADAPTATION ......................................................................... 34

F. SCANNED SIGNATURES ........................................................................................ 35

G. ASSETS ................................................................................................................... 35

H. VAT .......................................................................................................................... 35


FRONT COVER Please fill in the white boxes in the centre of the front page as this gives us the key

information about your project for our records;

Applicant Organisation:- the name of your organisation.

Project Name:- the name by which you would like your project to be known.

CO2e Reduced:- please put in the total CO2e from Section 2.7.

Total J C C F / CCF Grant:- please put in the total that you are requesting from the

Climate Challenge Fund in this application. Do not include any funding from other

sources.

Length of Project:- how long you expect the project to run, in years & months (e.g. 2 years & 6 months).

Project Start Date:- when you plan to start your project, though this will be

conditional on panel meeting dates and grant announcements.

Project Finish Date:- this cannot be later than 31 March 2016.

Please leave the shaded boxes in the upper right empty – these are for our use.

1.0 – ABOUT YOUR ORGANISATION

1.1 ORGANISATION NAME

This is the name of the organisation which is applying to the Climate Challenge Fund.

Please ensure that this organisation will be ready and able to receive funding if your

application is successful.

1.2 CONTACT DETAILS

Please provide as much contact information as possible for both contacts. The main contact

should have detailed knowledge of the proposed project and the applicant organisation,

and should be able to deal with any questions from the Climate Challenge Fund Team. If

we are unable to get in touch with the main contact then we will try to reach the second

contact, who should also have knowledge of the organisation and the project.

1.3 ORGANISATIONAL STATUS

Please tick the box(es) in the application which describe your organisation. If the type of

organisation is not l isted then please tick “Other” and detail your organisation’s status in the

box provided.

Here are some details about the different types of organisations which are eligible to apply to

the CCF – this list is not exhaustive. Unless otherwise stated, this information has been

sourced from the SCVO website1.

1 http://www.scvo.org.uk/category/information/organisational-structures/

http://www.scvo.org.uk/category/information/organisational-structures/


Community

Council

Community Councils (CCs) are based in the local community and

are well placed to apply to the CCF. However, as most CCs have

little or no support staff or budget, the group should be clear about

how the project will be managed if successful. Some indication

of commitment from the wider membership of the CC, or a

named sub-group, to be involved in setting up and managing the

project, should be included in the section 1.4 of the application form.

Community

Interest

Company

Community Interest Companies (CICs) are limited companies, with

special additional features, created for the use of people who want

to conduct a business or other activity for community benefit,

and not purely for private advantage.

This is achieved by a "community interest test" and "asset lock",

which ensure that the CIC is established for community

purposes and the assets and profits are dedicated to these

purposes. Registration of a company as a CIC has to be approved

by the Regulator who also has a continuing monitoring and

enforcement role.

From http://www.bis.gov.uk/cicregulator/

Company

Limited by

Guarantee

A Company Limited by Guarantee is a clear legal entity separate

from the people involved in it. The company has no

shareholders and does not distribute profit. Its members’ liabilities

are limited to a guaranteed sum – usually £1. It must comply with

UK company law and is accountable to Companies House.

Constituted

Group /

Voluntary

Association

You must have a constitution which has been adopted at a General

Meeting before the CCF can award any funding to your group.

If you do not have a constitution, please speak to a CCF

Development Officer.

Guidance and sample constitutions are available on the SCVO

website.

http://www.scvo.org.uk/information/organisational-structures/setting-

up-a- voluntary-association/

http://www.bis.gov.uk/cicregulator/

http://www.scvo.org.uk/information/organisational-structures/setting-up-a-voluntary-association/




Development

Trust

Development Trusts are community organisations which:

are owned and managed by the local community

aim to achieve the sustainable regeneration of a

community or address a range of economic, social,

environmental and cultural issues within a community

are independent but seek to work in partnership with

other private, public and third sector organisations

aim to reduce dependency on grant support by

generating income through enterprise and the ownership of

assets. All trading surpluses are principally reinvested in

the organisation or the community.

From http://www.dtascot.org.uk/ where there is a great deal

more information.

Faith Group

All faith groups are welcome to apply to the CCF. Please send us

your constitution with your application. If you do not have a

constitution, please discuss this with a CCF Development Officer.

Industrial &

Provident

Society

This form of organisation is mainly found among housing

associations.

Locally

managed

housing

association

There are various organisational models which your housing

association may operate under, but we are interested in the level of

local community control and involvement in the application. Please

include copies of your governing documents and describe the level

of local community involvement in section 2.4.

Registered

Charity

If you are a Registered Charity, please include your charitable

number in the box.

School Please include your mission statement on your school’s

headed paper.

Scottish

Charitable

Incorporated

Organisation

A new type of organisation introduced in April 2011. Available

for current organisations from April 2012. Existing Scottish Charities

have been able to apply since April 2011.

There is useful information on this at http://www.oscr.org.uk/about-

scottish-charities/scio/

http://www.dtascot.org.uk/

http://www.oscr.org.uk/about-scottish-charities/scio/




Accompanying Documents

You are required to include a copy of the organisation’s constitution, memorandum & articles

of association or any other governing documents. You are also required to send us a recent

bank statement (if available) giving details of the organisation’s bank account. We need this

information before we can pay any grant to an organisation. However, you can apply to the

CCF if you do not yet have your constitution and bank account set up, as long as you are

working towards getting this organised. These must be in place and copies provided to the

CCF before any funds can be drawn down. The constitution must be in place before any

funding can be claimed. If you require support to develop your constitution, please discuss

this with a Development Officer.

For further information on developing and adopting a constitution, the Scottish Council for

Voluntary Organisations has model documents and good guidance available on-line, and your

local Council for Voluntary Services will be able to give specific advice – links to both these

organisations, and others, can be found here http://www.scvo.org.uk/tag/scvo-guide-to-

constitutions-and-charitable-status/

1.4 BACKGROUND OF APPLICANT ORGANISATION

Please provide information about the organisation that is applying to the fund. This should

include how long the group has been operating, who can join the organisation,

what their aims and objectives are, and how the group is structured and governed. We

would also like information about the membership of the Board/Management

Committee/Steering Group and their expertise relating to the project.

We are interested in the track record of the organisation and any other projects which

the group have developed and managed. If you have received funding through the Climate

Challenge Fund in the past, please tell us about it here (include the CCF reference number of

your previous project(s) if possible).

If your organisation is currently active please provide us with a brief summary of these

activities and their scale.

If your organisation has a website then please provide the web address.

http://www.scvo.org.uk/tag/scvo-guide-to-constitutions-and-charitable-status/

http://www.scvo.org.uk/tag/scvo-guide-to-constitutions-and-charitable-status/


2.0 – ABOUT YOUR PROJECT

2.1 PROJECT NAME

This name will be used in our files and in any promotion of the CCF, therefore please keep

this to a maximum of five words. Please put the same name on the front cover of your

application.

2.2 PRESS RELEASE

We suggest that you fill in this section last! It is often easier to summarise your

project idea concisely when you have completed the rest of the application form.

Please provide two sentences which could be used in any press releases or similar

promotion of the fund. The text should give a clear, concise description of the key activities

and outcomes of your project. If your application is successful this will be used to describe

your project on the CCF website and any other promotion of the fund.

2.3 PROJECT DESCRIPTION

It is essential that you complete this section as clearly and as concisely as possible

as this forms the basis of our presentation to the CCF Grants Panel.

We recommend that you complete this section after you have completed Section 2.6 of the

application.

The summary of your project must be no more than 500 words long and should detail

the overall aim of the project, what differences or changes it will achieve and how the project

intends to achieve those changes.

We encourage applicants to first of all identify the outcomes they wish to achieve before

detailing the activities that will lead to these outcomes.

For more guidance on how to clarify your aims, outcomes and activities, we recommend you

read the CCF guide ‘Delivering Change’ – a guide to planning and evaluating your Climate

Challenge Fund project. This can be downloaded from the useful links section of the Climate

Challenge Fund website http://ccf.keepscotlandbeautiful.org/support.aspx

2.4 PROJECT COMMUNITY

By ‘Project Community’ we mean the target audience for your project. This could be defined

by where they live, where they work, what demographic group they belong to, which school

they attend, etc.

Clear boundaries for your project community:-

Please define the boundaries and approximate size of your community. If it is a geographical

community, there are many sources of useful statistics about population size,

demographic split, area boundaries, etc. One of the easiest to use is the Scottish

Neighbourhood Statistics website, http://www.sns.gov.uk/ where you can use postcodes to

http://ccf.keepscotlandbeautiful.org/page.aspx?id=3


http://www.sns.gov.uk/


find a detailed profile of your area, with demographic breakdown and information about

health, crime, income, education, etc.

Your community may be defined by another means – for example; a workplace, a university,

the users of a community resource, people within a specific age range – please tell us how

you have defined your community, and the approximate number of people.

Your target community may only be a percentage of the total project community, please tell

us about that too and how you have arrived at that target.

How the project community has been involved and engaged in the development of the

project:-

Where did the idea for the project come from? Who has been involved in developing the

original idea into this project? Tell us about any consultations or local research you have

done – these could be provided as appendices to your application.

How will the project community be involved in the decision-making and management

of the project:-

Who will be making the decisions about the project during the delivery of the activities? How

will the wider project community be involved and consulted?

What are your targets and strategy for expanding / increasing / improving the levels of

involvement and engagement in this project?

2.4.1 POST CODES

If you are working in a specific building, location, neighbourhood or area, please enter the

post code(s) where you project is located in the box at the end of this question. We

recognise that those involved as the main contacts for the project may not live within the

project area, therefore this question helps us to gather more accurate date about the location

and area of the project.

2.5 JUNIOR CLIMATE CHALLENGE FUND

The Junior Climate Challenge Fund (JCCF) is a new initiative which aims to increase the

proportion of the CCF which is supporting under-21s to become engaged and involved in

a low-carbon future. All the other criteria of the Climate Challenge Fund will still apply –

working to reduce carbon emissions, including the community (of young people in this case)

at the heart of the design and decision-making of the project, and leaving a legacy for the

future.

The key factor for a JCCF project is the engagement and empowerment of young people in

the design and management of the project. If you are applying under JCCF, please provide

details of how young people have been involved in developing this application.

You may be planning a project which benefits young people but is not designed and run by

the young people themselves – for example delivering workshops and activities to schools,

improving a building which is mainly used by youth groups, providing a service to children

and young adults such as cycling training or cooking classes. If this is the case, your project

will be a CCF project and you do not have to complete this section.


2.6 PROJECT PLANNING TEMPLATE

This section has been designed to allow you to demonstrate that your project has

undertaken a project planning process from outcome to delivery, with monitoring and

evaluation built into this process. The CCF Review, commissioned by the Scottish

Government, identified the kinds of impacts the projects made and the key factors that make

a successful behaviour change project. The CCF Review highlighted project planning as a

key element of success and this template is a useful tool for both projects and the CCF

Team to use.

Further guidance and support is available from:-

Evaluation Support Scotland - excellent support resources giving simple guidelines

(http://www.evaluationsupportscotland.org.uk/resources).

Your Development Officer - who is also using the resources above, so please

ensure that you read them before contacting the CCF Team.

The following sections describe the type of information that should be entered in the Project

Planning Template. There is also worked examples for three different types of projects on

the following pages.

OUTCOME

In the first column of the template list the key outcomes that your project will deliver. What is

going to change because of your project? Who is changing? How is it going to change?

We ask that you identify up to a maximum of six key outcomes for your project, including at

least one CO2e reducing outcome.

CO2e Outcomes

Your first outcome should state the CO2e reductions your project is aiming to make and

what you are going to target to make that reduction.

Please include calculations for this in section 2.7.

Community Outcomes

CCF projects deliver many other social, economic and environmental outcomes. Please

see below for a list of what these outcomes could include:-

Social - More volunteers, improved participation in community organisations,

increased mental and physical health, enriched relationships between community

organisations, improved community safety, additional training and educational

attainments, etc.

Economic - Reduced fuel poverty, reduced travel costs, new employment

opportunities, development of low carbon community assets, etc.

Environment - Improved biodiversity, new community green spaces, reduced traffic,

http://www.scotland.gov.uk/Publications/2011/06/13142135/1

http://www.evaluationsupportscotland.org.uk/resources


etc. Local awareness and engagement in a low carbon future may also be increased.

NEED & BASELINE

In the second column tell us why this outcome needs to be addressed. How do you know

that this activity is needed and wanted? What is the current position / starting point? What

evidence do you have for this?

CO2e Baseline

You should identify the CO2e baseline against which you will measure your CO2e reduction.

What are the emissions/activities relating to your outcome before your project starts?

Please include sources for this.

Community Baseline

You should also describe where your community are in terms of your project’s issues.

What is their current level of:-

Awareness – do they know about the issue you want to tackle?

Engagement – what do they feel about these issues?

Action – what are they currently doing about it?

This information is important for two reasons:-

It shows that there is a need for the changes your project will be working

towards.

It will give you a starting point against which you can measure the impact your

project has had at the end of your funding period.

ACTIVITIES / OUTPUTS

In the third column, list the activities that you are planning to use to deliver the

outcome. Also give some sense of scale (how many, how often).

As you fill in your template, you may find that some of your activities will appear in this

column more than once, e.g. holding an event may be an activity that is working towards

delivering several of your outcomes. This is good, as all of your activities should be

assisting to deliver all of your outcomes.

Project activities could include:-

Information provision through newsletters, websites, events, videos, etc.

Targeted activities for your project community – film nights, play schemes, food fairs,

cycle workshops, etc.

Community consultations.

Home energy checks / audits.


MONITORING & EVALUATION INDICATORS

In the fourth column you should list what indicators you will use to provide you with a clear

picture of the change that is happening in your community. Take care in choosing one or

two key indicators for each outcome that can be collected regularly, whether as part of your

project activities, or alongside your planned activities.

CO2e Indicators - Please see the recommended CO2e indicators in section 2.7

Community Indicators - The key question to help you identify your indicators for your

outcome is “what will things look like when this change happens?”

Information can be collected from participants, through third parties, through observations of

changes and in many other ways. These can be both quantitative and/or qualitative

indicators.

Ensure that you have planned your information collection as an integral part of your project

programme, not a separate activity.

Please see below for examples of how you could complete the Project Planning Template. When completing the template please be as concise

and clear as possible. The worked examples should help you to understand the level of detail that we are expecting you to provide in each box.

2.6.1 WORKED EXAMPLE 1 – ENERGY EFFICIENCY

Outcome Need & Baseline Activities / Outputs Monitoring & Evaluation Indicators

Cut CO2e by xx tonnes

by helping local people

to save energy through

changing their

behaviour at home.

Our community of xx households emit

xx tonnes of CO2e from household

energy use, based on a sample of xx

households who gave us their energy

usage from the previous year.

Get City & Guilds training in

Energy Awareness

Make x home visits

Hold x events/workshops

Change in kWh over x years by

sample group of xx households using

fuel bills from before and after the first

18 months.

Cutting fuel poverty in

our area by xx%.

XX households in our community are

in fuel poverty. This is based on a

survey from local Citizens Advice

Bureau (CAB), which gave us recent,

local information to supplement the

Scottish Government’s fuel poverty

statistics.

As above, and also:-

Promote project through local

housing association and the CAB.

Work in partnership with the

Energy Saving Scotland advice

centre, CAB, the Money Advice

Project and local elderly groups –

information,awareness raising and

referrals.

Build relationship with housing

association officers to increase

referrals to project.

The number of households who report

that they have moved out of fuel

poverty (with additional data about

changes that have impacted on this –

employment, building works etc).

Collected from:-

Follow up interview with those

referred from project partners –

to measure impact on fuel bills.

Two questions on fuel poverty

included in the housing

association’s 6-monthly

tenants’ satisfaction survey.


2.6.2 WORKED EXAMPLE 2 – FOOD


Reduce our community’s carbon emissions by xx tonnes by reducing food waste going to landfill.

We are assuming that our food waste is typical of the national average of 111 kg per person per year.

2 We will

establish a more accurate baseline through surveys before and after project activities. Only two people in our village currently compost.

Run cooking workshops for 40

people which focus on using local,

seasonal food, and cutting food

waste.

Run composting workshops with follow-up support from volunteers trained as Master Composters.

The Master Composter w ill monitor

the weight of food waste composted

from a representative sample of

those participating.

Kitchen Canny will be used to monitor change in weight of food waste before and three months after workshops.

Improve the local economy through improving awareness about and accessibility to locally produced food.

Our village only has a convenience store and a post office. The nearest supermarket is 20 miles away. A survey of householders showed xx% of the community would be more inclined to use the local store if it also stocked fresh, locally supplied food.

Build relationships between local

farmers, bee keepers, gardeners,

store owners and the local

population.

Promote the store’s plans to stock

locally sourced produce and extend

opening hours.

Hold xx community food sampling

and awareness raising events in the

store.

Number of local suppliers providing

produce for sale in the store.

Quantity and quality of local produce

on sale.

Number of customers using the store and what they buy.

2 From the CCF Food Low Carbon Route Map


2.6.3 WORKED EXAMPLE 3 – TRANSPORT


Reduce travel related carbon emissions by xx tonnes through reducing car use and encouraging travel by public transport.

A survey of households in the village showed that xx km were travelled by car each week and xx km were travelled by bus.

Providing information on cycle and

walking routes.

Cycle training. Hold xx number of events. Information on public transport options

Change in miles travelled by car and

miles travelled by public transport.

A follow up survey to be carried out with the same participants at the end of the project.

Reduced traffic in the village through increased use of public transport.

Car travel in the village is xx times

higher than travel by public transport.

The village experiences a lot of congestion during rush hour.

Information on public transport

options.

Set up car sharing scheme. Work in partnership with local

transport companies.

xx events to raise awareness of

public transport options.

Traffic surveys in the village. Public transport passenger numbers.

January 2013 Climate Challenge Fund application guidance notes 16

2.7 CO2e3

CALCULATIONS

In this section, you should give your workings and calculations for the estimated CO2e

reduction that you have identified in your CO2e outcome. The estimated CO2e reduction of

your project can be described by this equation:-

[(Indicatorbaseline/starting point x Conversion Factor x Target Group) –

(Indicatorvalue after project takes place x Conversion Factor x Target Group)] x

Lifetime Saving = estimated CO2e reduction.

By adding together the estimated CO2e reduction for each of your project activities, you will

be able to calculate the overall estimated CO2e reduction of your project. The information you

will need and the terms used in the equation are explained below, and are followed by some

worked examples which are linked to the worked example templates in section 2.6.

Indicators – The CCF recommends the following indicators:-

kWhs and energy source.

fuel purchased and used.

miles / kilometres travelled, mode of travel, size of car (if appropriate), fuel

used.

type and weight of waste, what steps have been made up the waste

hierarchy.

hard measures installed (insulation, alternative energy generation), including specifics about house type, the estimated savings and the lifetime of the measures.

This list is limited to those indicators which have a recognised conversion factor from a

reliable source. Your project’s monitoring and evaluation process will identify which of

these indicators you are using and how you will collect information about them.

Baseline – Your baseline is your starting point, the current emissions relating directly to

the activities which your project will be tackling. You need to be clear about which

emissions you will be affecting and their current level. You can identify the current level of

emissions through your own local research or by using national or regional averages. There

is further advice in the Low Carbon Route Maps4, including information about national

averages relating to various activities. We have also produced a short video that helps

to explain the baselining process, available in the useful links section of our website4.

Estimating the impact of project activities on your Baseline - You need to make a

reasonable estimate about how great an impact your project’s activities will have on your

3 Carbon Dioxide Equivalent (CO2e) – CO2e is a universal unit of measurement that allows the

global warming potential of different greenhouse gases to be compared

4 Available here http://ccf.keepscotlandbeautiful.org/support.aspx

http://ccf.keepscotlandbeautiful.org/support.aspx


baseline emissions. How many in your project community might change their

behaviour/take part in project activities? How big an impact do you think you will be able

to make? This estimate will be a key factor during the assessment of your project, so be

as realistic as possible.

Target Group – You will need to know the size of your target group before you can make

any prediction about the emissions which the project will affect; for example who you will be

dealing with, how many people/households the project will be affecting.

Conversion Factors – The conversion factors which the CCF recommends for energy,

travel and food are sourced from ‘2012 Guidelines to Defra / DECC’s GHG Conversion

Factors for Company Reporting" (download the Excel spread-sheet on this page). For waste

reuse and recycling, Zero Waste Scotland has provided CCF with a set of conversion factors

which are more locally relevant to Scotland. All these conversion factors are available in

simple form in the CCF CO2e Recommended Conversion Factors spreadsheet

http://ccf.keepscotlandbeautiful.org/support.aspx .

If your project would like to use alternative conversion factors, please give your reasoning for

using alternatives.

Lifetime Savings – The CCF would like to capture the CO2e reductions not only during the

lifetime of the project, but also for the lifetime of the change or measure taken. This will give

a better picture of the impact of the CCF projects, individually and collectively. However,

there is variable information available about the lifetime of different types of project impacts.

For energy efficiency measures installed there is clear information in the Low Carbon

Energy Route Map, available from our website here If your project is supporting the

installation of insulation measures, please use the lifetimes of these measures in your

calculation to multiply the annual CO2e savings of these elements of your project.

For behaviour change actions, it is much harder to estimate how long these will last or how

‘sticky’ these actions might be. As the CCF Review highlighted, there has not been sufficient

research as yet to give rigorous lifetimes for activities such as shifting travel mode or turning

down the thermostat.

Ecometrica, who researched this issue for the CCF Review, estimated a range of lifetimes

for behaviour change relating to energy saving, travel and food activities. We are

recommending that projects use these figures from the following table and explain why they

have chosen to use either the lower, mid-point or higher estimates.

From “Review of Climate Challenge Fund – Appendices Table B1. Assumed range of

http://www.defra.gov.uk/publications/2012/05/30/pb13773-2012-ghg-conversion/

http://www.defra.gov.uk/publications/2012/05/30/pb13773-2012-ghg-conversion/


http://ccf.keepscotlandbeautiful.org/support.aspx.



lifetimes for different behaviour change measures.5

Measure Lower estimate (years)

Higher Estimate Mid-point

Transport behaviour 1 5 3

Energy behaviour 2 7 5

Food behaviour 5 15 10

There are no estimated lifetimes for changes in behaviour relating to waste, as this is so

dependent on infrastructure (how waste is sorted and collected) which varies across

Scotland.

With Ecometrica, we recognise that this is not a rigorous data-set, but merely a starting point

to begin the collection of this type of information. We will be developing this through the

lifetime of the CCF and would be very interested in projects that are considering ways to

give more dependable data on the lifetime of the behaviour changes brought about by their

projects.

Final Calculation – All the information is now in place for you to calculate the estimated

CO2e reduction of your project:-

Step 1 – Calculating annual baseline emissions

Indicatorbaseline/starting point x Conversion Factor x Target Group

Multiply the value of indicator(s) from the baseline/starting point by the correct

conversion factor, and then by the size of your target group (individuals or

households)

Step 2 – Calculating emissions after project impact

Indicatorvalue after project takes place x Conversion Factor x Target Group

Repeat the calculation for allthe estimated impacts which the project will have.

Step 3 – Calculating the annual emissions savings in tonnes CO2e

(Annual emissions at baseline – annual emissions after project impact) ÷ 1,000

Subtract the results from Step 2 from the results from Step 1

All the conversion factors which we recommend give a result in kg. We would prefer

to have the estimate in tonnes - change kg to tonnes by dividing by 1,000.

Step 4 – Calculate the lifetime savings

x Lifetime Saving

Multiply the estimated annual reductions by the lifetime saving factor you have

decided to use. If you have chosen different lifetime factors for different

project impacts, make sure you keep them separate.

5 http://www.scotland.gov.uk/Publications/2011/06/28142748/0



2.7.1 CO2e WORKED EXAMPLE 1 – PROJECT A; ENERGY EFFICIENCY

These are worked examples for the CO2e outcome only!

Indicators – Project A chose kWhs for their CO2e indicator, and will be collecting this

information directly from energy bills, and whether the kWhs were from mains gas, or

f rom grid electricity. They have tested this monitoring method with a group of 10

households while developing the application, and these households are willing to provide the

same information again after the first 18 months of the project.

Baseline – Project A’s baseline is the current household emissions from energy use. The

project enlisted 10 of the households in their project community while they were developing

their application and collected kWhs usage from the energy bills in this sample group. (This

also raised awareness about the potential project and interest in how energy was being

wasted and how the householder could save money). This baseline survey data showed

that the sample group used an average of 3,650 kWhs of electricity and 15,230 kWhs

mains gas annually.

Estimating the impact of project activities on your Baseline – Project A estimates

that they are going to make an annual 10% reduction on the household energy usage of 50

households. They felt that this impact would not start immediately, but would be phased in

during the 2 years of the project, with 50% of the community (25 households) making

changes by the midpoint of the project, and all 50 taking part by the end of the project.

Target Group – Project A is targeting 75 households for their project and expect to impact

50. All households used mains gas and grid electricity as energy sources. The housing is

managed by a local housing association and contact with the local Citizen’s Advice Bureau

had identified that fuel poverty was still an issue in the area.

Conversion Factors – Project A has used the Defra/DECC 2011 conversion factors for

electricity and gas consumption

0.54702 kg CO2e per kWh for grid electricity6

0.27750 kg CO2e per kWh for mains gas7

Lifetime Savings – Project A expects that once the households have made the changes,

they would last for 7 years. They have chosen the higher lifetime as their project community

consisted of many households currently in fuel poverty. There would also be encouragement

to maintain the behaviour changes from the Housing Officers who had been involved in the

project.

6 http://www.defra.gov.uk/publications/2012/05/30/pb13773-2012-ghg-conversion/ Excel

Spreadsheet from this page, Annex 3; Electricity emission factors for consumption from table 3c.

Alternatively, the CCF CO2e Recommended Conversion Factors gives a simplified version of the

Defra/DECC spreadsheet http://ccf.keepscotlandbeautiful.org/support.aspx (under CCF Support

Materials)

7 Defra Spreadsheet as before, Annex 1 from table 1d Net Calorific Value



Calculating the estimated CO2e reduction for Project A

Step 1 - Calculating annual baseline emissions

3,650 kWh (baseline electricity use) x 0.54702 kg CO2e (electricity conversion factor) x

50 (the size of the target group) = 99,831.15 kg CO2e

15,230 kWh (baseline mains gas usage) x 0.27750 kg CO2e (gas conversion factor)

x 50 (the size of the target group) = 211,316.25 kg CO2e

Baseline emissions; electricity + gas = 311,147.4 kg CO2e

Step 2 – Calculating annual emissions after project impact

3,285 kWh (electricity use after 10% reduction) x 0.54702 kg CO2e (electricity

conversion factor) x 50 (the size of the target group) = 89,848.04 kg CO2e

13,707 kWh (gas use after 10% reduction) x 0.27750 kg CO2e (gas

conversion factor) x 50 (the size of the target group) = 190,184.63 kg CO2e

Emissions after project impact; electricity + gas = 280,032.67 kg CO2e

Step 3 - Calculating the annual emissions savings in tonnes CO2e

311,147.4 kg CO2e - 280,032.67 kg CO2e = 31,114.73 kg CO2e

31,114.73 kg CO2e ÷1,000 = 31.11473 tonnes CO2e

Step 4 – Apply estimated annual reduction to lifetime savings

31.11473 tonnes CO2e x 7 years = 217.80 tonnes CO2e

2.7.2 CO2e WORKED EXAMPLE 2 – PROJECT B; FOOD

Indicators – Project B is using kg of food as the indicator, and will be collecting data

about reduction in food waste, and food waste that has been diverted to composting from

landfill. A sample of participants will be asked to weigh their food waste before they start

the classes and workshops, and repeat the exercise three months later. Also the Master

Composter will be monitoring the food waste being diverted to compost.

Baseline – An actual baseline will be done before the start of the project activities, but for

the purposes of the application, Project B is using the national average of 111 kg of food and

drink wasted per person per year.

Estimating the impact of the projects activities on your Baseline – through the cooking

workshops, Project B aims to reduce food waste among the 40 people attending by an

average of 20%. They also aim to increase composting, which is currently only

undertaken by two people in the village, to 20 new composters composting a minimum of 20

kg food per annum.


Target Group – For the calculation of the CO2e reduction, Project B will be monitoring

those directly participating in the composting and cooking workshops.

The project will provide 20 places for composting and 40 for the cooking workshops. There

will be some people who attend both workshops, which will be identified in the baseline and

follow-up surveys.

Conversion factors – The project uses the CCF CO2e Recommended Conversion Factors

and the information provided in the Food Low Carbon Route Map, both available here

Average embedded emissions for each kg food purchased = 3.59 kg

CO2e CO2e emissions from sending each kg of food to landfill = 0.45 kg

CO2e CO2e emissions from composting a kg of food = 0.1 kg CO2e

Lifetime savings – Project B has decided to use the midpoint of the lifetime saving related

to food behaviours - 10 years for both the waste minimisation and the composting activities.

Calculating the estimated CO2e reduction for Project B


For Food Waste Reduction; 111 kg (baseline weight of food waste) x [3.59 kg CO2e

(embodied in food) + 0.45 kg CO2e (avoided from landfill)] x 40 (the size of the target

group) = 17,937.6 kg CO2e

For Composting; 20 kg (food going to landfill) x 0.45 kg CO2e (emissions from

sending each kg to landfill) x 20 (the size of the target group) = 180 kg CO2e

Baseline emissions; total food waste = 18,117.6 kg CO2e


For Food Waste Reduction; 88.8 kg (food waste after 20% reduction) x [3.59 kg CO2e

(embodied in food) + 0.45 kg CO2e (avoided from landfill)] x 40 (the size of the target

group) = 14,350.08 kg CO2e

For Composting; 20 kg (food waste composted) x 0. 1kg CO2e (emissions from

composting 1kg food waste) x 20 (the size of the target group) = 40 kg CO2e

Changed emissions; food waste reduced + composted = 14,390.08 kg

CO2e Step 3 - Calculating the annual emissions savings in tonnes CO2e


3,727.52 kg CO2e ÷1,000 = 3.728 tonnes CO2e Step 4 – Apply estimated annual reduction to lifetime savings




2.7.3 CO2e WORKED EXAMPLE 3 – PROJECT C; TRANSPORT

Indicators - Project C is using miles travelled & mode of travel as their indicators. They will

be collecting this information through a door-to-door survey of local travel habits. They have

already undertaken one survey while planning the project, and they will be keeping a

database of contacts which allows them to record who they have talked to, their baseline

travel, the information and training provided and their‘after’ travel patterns following project

activities.

Baseline – The collective findings from the initial baseline survey was that 3,750 miles were

travelled by car and 500 miles were travelled by bus each week. Project C decided to do

all calculations with the collective totals.

Estimating the impact of project activities on Baseline – Project C is hoping to make a

significant impact and aim to reduce car travel by 20 %. However, they recognise that

people will still have to travel, so they are including an increase of 15% in local bus

travel.

Target Group – As explained under ‘Baseline’, Project C is taking the collective figure

from their surveys for calculating their estimated reduction, therefore do not need to

multiply by the number of people making the change.

Conversion Factors - Community C used Defra/DECC 2012 conversion factors for

passenger transport for an average car (unknown fuel) and average local bus to estimate the carbon impact of the change in weekly travel patterns.8

Average Car (unknown fuel) = 0.37649 kg CO2e per miles travelled

Local Bus (not London) = 0.14986 kg CO2e per passenger km travelled

The Defra/DECC conversion factors for public/shared transport (bus, taxi, ferry, train, internal

flights etc) is provided in kilometres only. If you are collecting mileage data about any of these

forms of travel, one mile = 1.609344 km.

There are multiple bus travel factors in the Defra conversion spread sheet. Bus travel within

London emits less than half the GHG of bus travel outside London as the buses are busier and

tend to carry more passengers per journey.

Lifetime savings – Project C has taken the mid-point of the lifetime savings for changes in

travel behaviour – 3 years – as they are aware that this change may be jeopardised by many

factors outwith their control – weather, changes in local bus services etc.

8 These can be found in ‘2012 Guidelines to Defra/DECC's GHG Conversion Factors for Company

Reporting’ http://www.defra.gov.uk/publications/2012/05/30/pb13773-2012-ghg-conversion/ –

Annex 6 Passenger Transport – Average car (unknown fuel), from table 6e; Local bus (not London)

from table 6k, or alternatively from the ‘CCF CO2e Recommended Conversion Factors’,




Calculating the estimated CO2e reduction for Project C


For car travel baseline; 3,750 car miles (baseline of car travel among all participants)

x 0.37649 kg CO2e (conversion factor for average car, unknown fuel) x 52 weeks =

73,415.55 kg CO2e

For bus travel baseline; 500 bus miles (baseline of bus travel) x 1.609344 (to convert

to kilometres) x 0.14986 kg CO2e (conversion factor for local bus, not London) x 52

weeks = 6,270.58 kg CO2e

Baseline emissions; car + bus travel = 79,686.13 kg CO2e


For car travel after project impact; 3,000 car miles (car travel among all participants

after 20% reduction) x 0.37649 kg CO2e (conversion factor for average car, unknown

fuel) x 52 weeks = 58,732.44 kg CO2e

For bus travel after project impact; 575 bus miles (baseline of bus travel) x

1.609344 (to convert to kilometres) x 0.14986 kg CO2e (conversion factor for local

bus, not London) x 52 weeks = 7,211.17 kg CO2e

Changed emissions; car + bus travel = 65,943.61 kg CO2e

Step 3 - Calculating the annual emissions savings in tonnes CO2e


13,742.52 kg CO2e ÷1,000 = 13.74252 tonnes CO2e

Step 4 – Apply estimated annual reduction to lifetime savings



2.8 PROJECT ACTIVITY AND MONITORING & EVALUATION SCHEDULE

It is important that your project is properly planned and that the activities and outcomes are

achievable within the timescales of your project. This section allows you to schedule your

activities and identify the resources that you will require throughout the project. By doing this

now you will be able to plan your monitoring and evaluation activities which will help track

the progress of your project.

2.9 LEGACY OF YOUR PROJECT

Your project should have a positive lasting legacy beyond the funded period.

This may be a legacy in the form of an ongoing reduction in carbon emissions, and other

impacts on the local community. It may be that your organisation will continue to undertake

this type of work in the future, making it part of your core activities. Or it may be a lasting

legacy of an improved building, new allotment spaces or other community facility to be used by

the community.

Climate Challenge Fund application form Jan 2013 25

3.0 – REVENUE GENERATION The Minister for the Environment & Climate Change, Paul Wheelhouse MSP, announced on the

27 November that not-for-profit community groups would be able to apply to the Climate

Challenge Fund for activities that, in addition to meeting the three key criteria, may generate

revenue for the community group. During his keynote speech at the CCF Gathering the Minister

said:

“New applications will, where this can be achieved within state aid regulations, now be allowed

to generate an income – but with one proviso: this income must be used to support further

project activities that are consistent with a low carbon future. I hope you will share my own belief

that this is an important step to ensure we build a sustainable future for Scotland and lock in low

carbon behaviours.”

Section 3.0 is specifically for applicant groups who wish to include income generating activity in

their current application. If you have answered ‘NO’ to this question, do not fill in boxes 3.1 to

3.6.

Points to consider when undertaking revenue generating activities:-

Governance – to protect the individual members of the management committee/board, it is

advisable to be an incorporated body. An unincorporated body leaves individual members liable

in the case of contracts and leases signed, staff employed, debts generated, etc. When a group

is considering generating income for the first time this could increase the level of risk for the

organisation but for an unincorporated body this risk will be carried by the individual members of

the board/committee. Incorporation as a Scottish Charitable Incorporated Organisation,

Community Interest Company or a Charity/Company Limited by Guarantee will limit the liability

of the individual board/committee member involved. Information on Governance structures, the

advantages and disadvantages of each structure and the process for becoming incorporated

are available from the Scottish Council for Voluntary Organisations (SCVO) website

http://www.scvo.org.uk/information/governance-structures/organisation-structures/

Business Planning – we do not require a business plan at this stage, however if you have

developed one please submit this with your application and include in the list of Supporting

Information at Q5.3. The questions that we ask in this document may form the basis for a

business plan and you may wish to develop this further in the future. There are several model

business plans for different scales of organisations available. We have gathered links to these

resources on the CCF website http://ccf.keepscotlandbeautiful.org/page.aspx?id=56

http://www.scvo.org.uk/information/governance-structures/organisation-structures/



4.0 - FINANCIAL ADMINISTRATION & INFORMATION The Climate Challenge Fund operates on a system of “defrayed expenditure” whereby the

group would incur expenditure and then claim this back from the CCF by submitting a

claim. However, we recognise that many groups are not in a position to operate in this way

and we are therefore able to pay out funds to groups in advance for known future

expenditure. This is usually applicable to staff salaries, office rent and other regular

payments.

There are items of expenditure which the Climate Challenge Fund is not able to pay for. It is

important to note that we can only pay for expenditure which was detailed in the application

form. If you have any questions about whether an item is eligible, or if you have any other

questions about project expenditure, please speak to your Development Officer before

completing your application form.

Eligible Expenditure

Equipment hire or purchase.

Publicity events.

Information communication technology equipment.

Purchase and installation of energy efficiency measures in a community building.

Equipment for use in your project.

Publicity materials for use in your project.

Employee costs (salary, staff project expenses, employers’ National Insurance

Contributions, employer costs, pension).

Sessional worker costs (those who work only as and when required).

Start-up costs for the organisation.

Training for staff.

Rent of office accommodation.

Venue hire for meetings and events.

VAT that you cannot recover from Her Majesty’s Revenue and Customs (HMRC)

Prizes. These can be offered as incentives to participants in your project but are

limited to a value of £250 each. You must consider the carbon implications of the

prizes offered and should offer energy efficient items which are in keeping with your

project activities. Please discuss with your Development Officer for further

information.

Ineligible Expenditure

Expenditure incurred or activities that take place before the date of signing the

offer of award.

Energy generating equipment.

Energy efficiency work which is being carried out on buildings which are not

owned by the community.

Contingency costs.


Fundraising activities for your organisation or others.

Loans, interest payments, bank or credit card charges.

Reclaimable Value Added Tax (VAT).

Political or religious activities.

Projects or activities that the state has a legal obligation to provide.

Purchase of alcohol.

Activities which benefit an individual, rather than the community as a whole.

Flights (We are aware that there may be circumstances where it is unavoidable for

groups to travel by any means other than by plane. In these instances you must

discuss this with your Development Officer before booking any tickets, etc and the

implications in terms of carbon emissions must be detailed in your project monitoring

reports).

4.1 PROJECT FINANCE TABLES

The project finance tables have been created to allow groups to plan their project

expenditure for the length of their project and to communicate this to the Climate Challenge

Fund Team. By entering planned project expenditure into the tables, the applicant organisation

will be able to consider the project expenditure and activities across the whole length of the

project.

When completing the finance tables’ spreadsheet, please only include details of the expenditure

which you are applying to the CCF for funding. Do not include costs which the group will be

paying for or which will be paid for by other funders.

The tables have been created in such a way that formulas add up expenditure across

budget headings and across financial years. For this reason some sections of the spreadsheet

have been “locked” so that the sums and formulas cannot be changed and remain consistent.

On the front page (the tab titled “Totals”) you will only be able to enter the names of the budget

headings in your project. The rest of this page is locked and you will not be able to enter

details of the expenditure on this sheet. The budget headings which you enter on this tab will

be carried through to the other tabs in the spreadsheet. There is space to enter the names of

35 budget headings, which should be sufficient for the majority of projects. If you need more

rows for the budget headings of yourproject, please speak to your Development Officer who

will be able to provide you with a larger version of the spreadsheet on request.

To enter details of project expenditure against the budget headings, you will need to move to

the tab for the relevant financial year in which the project expenditure will take place. These will

show the names of the budget headings which you entered on the “Totals” tab and you will be

able to enter the value of expenditure in the relevant months.

The values which you have entered into the financial year tabs will be added up across the

page for each budget heading and will be shown in the total column. They will also be added up

for each month and shown as totals at the bottom of the page. The values will also be added up

across the whole of the project and these totals will be shown on the “Totals” tab.

There are two other tabs which are specific for particular projects.

The Revenue Generated tab – which only needs to be completed if you have

answered ‘yes’ to Q 3.1 and intend to generate income.


The ‘de minimus’ tab – which only needs to be completed if you have answered ‘yes’

to Q 4.5.

If your project is successful in being awarded funding, the profile of expenditure which

you have entered into the finance tables will be used as a guide for monitoring the project.

However, changes will be allowed subject to the approval of the Climate Challenge Fund

Team.

There are two examples below, which will hopefully be useful as a guide to filling in the

finance tables. If you have any questions with the spreadsheet then please get in touch with

your Development Officer. Also, don’t forget to send the finance tables in with your

application form.

Please enter the total amount of CCF grant which you applying for into the box onto the front

page of the application form. This should match with the figure on the “Totals” tab of the

finance tables.

Please keep notes of how you have calculated any figures which you have entered into the

project finance tables, as we may ask you to clarify your figures.

The project finance tables must be submitted along with your Application Form.

4.1.1 FINANCE TABLE EXAMPLE 1 – ALLOTMENTS

An allotment project which will begin in April 2012 and will last for two years. The first year

will mostly include the costs for the construction of the allotment site and growing the

first crops. The second year will focus on the behaviour change and monitoring of the project

and will also look at developing the project once it has become established.

Step 1 – On the ‘Totals’ tab you would enter the names of all the budget headings which

you would need during the project. These could include things such as site clearance,

fencing, packs of seeds, tools for a communal tool bank, etc. These would then be

carried through and would appear on the tabs for the individual financial years.

Step 2 – In the tab for the financial year 2012-13 you would enter the actual amounts for

these items against the relevant budget heading and within the correct month.

Steps 1&2 address the elements of the project which will be involved in the first year of the

project. Now we need to look at the other elements of the project which will take place in

the second year of the project.

Step 3 – On the ‘Totals’ tab you would also enter the names of the budget headings for

activities such as workshops, events, etc. These would again be carried through to the

individual financial years.

Step 4 – As these activities would take place in the second year of the project, you would

enter the actual costs for these activities in the financial year 2013-14.

Step 5 – The ‘Totals’ tab would summarise the expenditure across all the budget headings

and across the whole length of the project. Please check over all the information to make

sure that it reflects your records.


4.1.2 FINANCE TABLE EXAMPLE 2 – SALARIES

A member of staff will be recruited as a “Project Co-ordinator” in June 2012 and will be in

post until the end of the project in March 2016. When considering staffing for a project, it is

important to include expenditure such as Employers National Insurance Contribution (NICs)

which will be incurred by the organisation, any provision for a staff pension, and any

other costs relating to the position such as payroll costs and the costs of recruiting.

Information on these costs can be obtained form your payroll supplier, your local CVS, or

from www.listentotaxman.com which is a useful website for calculating salary information.

Step 1 – On the ‘Totals’ tab you would enter the budget headings for this post, for example

‘Project Co-ordinator Salary’. If you wanted to include the costs for Employers NICs within

the costs for the salary itself, then you would need to make this clear to the Climate

Challenge Fund Team, but this would be acceptable. Alternatively, you could enter the items

on separate lines.

Step 2 – For each month that the person was in post (June 2012 to March 2016) you would

enter the salary amount into the relevant box for the salary element and theother costs

associated with the employment (Employers NIC, pension, etc.). These amounts would then

be added up across the financial years in the project and would be shown on the ‘Totals’ tab.

4.2 OTHER FUNDERS

Please provide us with the details of any other funders that are supporting this

project, whether they are secured or not, and what the amount of funding is. Please also

provide some information on what these other funders will be supporting – e.g. building

refurbishment work not eligible for CCF funding, other staff members or resources etc.

Please do NOT include this information in the project finance tables or total grant amount.

4.3 DELIVERY PARTNERS

Is your group currently (or will it in the future) be working with any other organisations to

deliver the project? This can include organisations such as the local authority or your local

ESSac (Energy Saving Scotland advice centre). Please detail which organisations you will

be working with and outline what role each organisation will play in your project.

Please do not include in this section any organisations that will be providing services to your

project for a fee – for example consultants who might deliver part of your project or

organisations providing administration or payroll services. These should not be fixed at

this point, as you will need to obtain three quotes for any goods or services with a value of

£5,000 or more, prior to appointment.

4.4 BANK DETAILS

KSB adheres to The Data Protection Act (1998) and therefore your bank details will not be

disclosed to any third party. All of the information that you provide to us in support of

your application will be held securely and no other party will be given information about your

organisation other than as detailed in the declaration section of the application form.

http://www.listentotaxman.com/


4.5 STATE AID

The Climate Challenge Fund is a government resource and counts as ‘aid from a member state

or through state resources’ for the purposes of the European Commission. The Commission has

State Aid Rules which have been written to ensure that that public subsidy does not distort the

market across the European Community. Therefore all projects which apply to the CCF are

assessed against the five State Aid Tests.

Currently, relatively few projects are assessed as constituting State aid. However, generating

income will increase the potential for projects to fall under State aid regulations and applicants

should be aware of the implications. For information on State aid please visit

http://www.stateaidscotland.gov.uk

If State aid is found to apply, awards can only be made under the State aid ‘de minimus

‘regulations. This is a maximum amount which can be awarded from ALL State Resources (any

funding or support from any local or national government body) to each organisation (not each

project). The ‘de minimus’ limit varies according to the activity taking place;-

Industrial - €200,000 over three financial years. Activity in this category covers the

majority of the types of activities that CCF groups could be involved in.

Agriculture - €7,500 over three financial years. Activity in this category includes:

o Production of fruit and vegetables;

o Sale of fruit and vegetables as harvested.

If you are aware that you have received ‘de minimus’ funding from any other grant fund you

should detail this in the ‘De Minimus’ tab in the accompanying Finance Table spread sheet. All

funders have an obligation to tell you in the offer/award letter whether your award has been

made under ‘de minimus’ regulations. However, if it is found that the regulations have not been

properly applied or followed, the recipient could be required to repay the funding, with interest.

http://www.stateaidscotland.gov.uk/


5.0 – TECHNICAL & SUBMISSION INFORMATION

5.1 CONTACT DETAIL SHARING

We would like to be able to circulate information about the CCF funded projects to other funded

projects, other communities working in the same field, and, through the website, to the public.

The aim of this is to increase the number of networking opportunities between projects, enable

the sharing of good practice between communities and to raise the profile of the wealth of

community action on carbon reduction taking place across Scotland.

To help us do this, we are intending to publicise your contact details unless you

specifically request us not to.

In recognition of the fact that the current contact details for this application may change – from

the organisation members responsible for submitting the application to project staff appointed

if the application is successful – the application form gives you two choices to opt out of sharing

contact details.

5.2 ESSENTIAL DOCUMENTATION

In addition to the completed application form, your full application will include the following

documents:-

• Your constitution, Memorandum & Articles of Association or other governance

documents. If your organisation is in the process of becoming constituted but has not yet

formally adopted its constitution, please send us your draft constitution with a covering note

detailing the timescales for becoming formally constituted.

• A recent bank statement, from within the past four months – showing your account

details clearly. If you do not yet have a bank account (perhaps it is dependant on the

formalisation of you constitution) please tell us when you expect the bank account to

be set up.

• The Project Finance Tables – please use the CCF Project Finance Tables provided

by your Development Officer.

• Job descriptions and salary for all the posts required for the project. Please see

“Additional Note A – Staffing” at the end of this Guidance Note.

Without these documents, your application is not complete. Please ensure this

information is with us by the deadline or you project cannot be considered.

We prefer that you submit these documents electronically wherever possible. Where a

scanned signature is needed, see Additional Note E at the end of this Guidance Note.

5.3 SUPPORTING INFORMATION

You may have additional information that you wish to submit in support of your application –

local consultations, reports, plans, etc. Please list any additional documents that you have

submitted in this table. Again, we would prefer to receive electronic copies wherever possible.

5.4 GETTING STARTED

This list of CCF Requirements has been included in the application to give all applicants the


opportunity to test their own readiness to start their project if they are successful in being

awarded funding. Sometimes, getting funding can be the start of a different set of

problems, and we want communities to be aware of the practicalities of running a CCF

project. This checklist sets out the basic requirements that you will be expected to meet - further

details in the table below.

If your organisation will have difficulty in meeting any of the requirements, there are other

options for administrative and management support which you might like to consider. Many

CCF projects have entered into project administration / management contracts with other

organisations such as the local CVS, local authority or other community organisations. If this is

an option which your project is exploring, please tell us about it.

Claim your grant in arrears Some payment in advance is allowed for clear

commitments – normally only for rent and salaries.

Evidence required before payment in advance is approved

would be a copy of the lease/rental agreement, or copy

of offer letters.

Submit remonthly progress

reports on your proposed

outcomes.

This is a requirement of the CCF and there is a simple

progress report form which has been desinged to enable

you to report monthly

Provide annual reports with

audited accounts if requested.

We may request to see your latest set of annual

accounts at points during your project.

Provide a final report on the

project against the outcomes

stated in this application.

The final report is the trigger for the final payment of your

grant, and money may be withheld until we receive a

report. Please ensure that time for this is factored in to

your project plan

Ensure that all your activities and

equipment are adequately

insured.

Keep Scotland Beautiful has no responsibility for the

activities of your group.

Source three quotes for any

goods or services over £5,000.

This is a requirement of the CCF.

Follow an open and

transparent recruitment process

for any jobs funded by CCF.

See the Additional Note A – Staffing

Manage all project staff in

line with good practice.

SCVO http://www.scvo.org.uk/category/information/staff/

Follow good practice in the

governance of the project and

the delivery of the project

outcomes

In line with the CCF criteria of the local community staying

at the heart of the project, in delivery and decision

making, we expect the project management committee to

be open to new members and actively encouraging greater

participation

http://www.scvo.org.uk/category/information/staff/


6.0 – DECLARATION Please ensure you read the statement contained in this part of the application form. The

person that signs the form must be different to the main contact identified earlier in the

application and must be the Chairperson or another person authorised to act on behalf

of the organisation.

ADDITIONAL NOTES

A. STAFFING

Recruitment

If any funding has been awarded for recruiting purposes, you must demonstrate to the

Climate Challenge Fund Team that you have appropriately advertised the positions and

followed a fair recruitment process.

Below is a list of points which must be addressed for all employees working on the project.

These apply to full-time and part-time staff positions, as well as short-term and sessional

worker positions.

The position must be advertised openly. This could be in a local newspaper, on the

group’s website, via a national recruitment website, or on a local notice board in the

community.

The selection process must be documented. This ensures that the process is reliable

and consistent.

A record must be kept of the number of applications received for the job.

A record must be kept of how many applicants were shortlisted for interview.

A record must be kept of when the interviews were held and who was on the interview

panel.

A record must be kept of the outcomes of the interview process and the

successful candidate.

Job Description

In developing the project and incorporating the different project activities, the group must also

consider how much resource will be needed in terms of staffing for the project. The group

will need to develop a job description document or similar for all staff posts. These must be

sent in along with your application form.

Salaries

Please note that it is the responsibility of the group to ensure that employment law is followed

during the recruitment, appointment and employment of employees, consultants and sessional

workers.

There are various sources of information which have been produced as a guide for salaries for

staff posts. Please bear in mind that these are guides and the y o u r group must be able to

justify the salary costs which they have allocated to the staff posts within their application.


B. HIRING CONSULTANTS

Please note that for any project expenditure valued at £5,000 or more, the group must

obtain three quotations for the work and seek the best value and best use of funds. This also

applies to consultancy.

The lowest price offered should be accepted unless there is good reasoning for accepting a

more expensive offer on the grounds of quality or previous experience. Where a service or item

is of such a specialist nature that it is not possible to obtain three written quotations, written

agreement should be sought from the Climate Challenge Fund Team. Please get in touch

with your Development Officer if you think this may apply to you.

C. BUILDINGS

Improving the Energy Efficiency of Community Buildings.

The Climate Challenge Fund can support community groups to improve the energy efficiency of

community-owned halls and buildings and reduce the emissions which result from their use.

Communities need to ensure that applications meet the following conditions:-

• The building refurbishment is part of a broader local community engagement strategy

to reduce emissions, which will include awareness raising activities which are intended to

lead to significant behaviour change. The engagement strategy should consist of more than

a one-off event / display. There is good advice in the Sustainable Community Building

resource developed by the Scottish Community Development Centre.

http://www.scdc.org.uk/community-capacity-building/community-action-for-a-sustainable-

scotland/

• The energy efficiency of the building after the refurbishment will exceed the current

minimum standards for the type of building. The current maximum U values are set in the

Building (Scotland) Act 2003, and can be found on the Scottish Building Standards website

http://www.scotland.gov.uk/Topics/Built-Environment/Building/Building-standards.

The local Energy Saving Scotland advice centre (ESSac) will be an essential advisor and

delivery partner for the majority of building refurbishment projects. Phone 0800 512 012 to get

in touch with your local office.

D. PLANNING

For allotment or construction projects planning approval may be required from your Local

Authority. If your project does not yet have planning approval in place you can still apply to the

CCF. However expenditure relating to the ground works and infrastructure that require

planning consent cannot be claimed until the planning approval has been received in writing.

Please make it clear in your application what stage of planning your project has reached.

E. CLIMATE CHANGE ADAPTATION

Where your project may be impacted by the effects of Climate Change we encourage you to

include reasonable costs to mitigate against the impacts of a changing climate.

Useful links http://www.adaptationscotland.org.uk/1/1/0/Home.aspx

http://www.defra.gov.uk/environment/climate/adapting/

http://www.scdc.org.uk/community-capacity-building/community-action-for-a-sustainable-scotland/

http://www.scdc.org.uk/community-capacity-building/community-action-for-a-sustainable-scotland/

http://www.scotland.gov.uk/Topics/Built-Environment/Building/Building-standards

http://www.scotland.gov.uk/Topics/Built-Environment/Building/Building-standards

http://www.adaptationscotland.org.uk/1/1/0/Home.aspx

http://www.adaptationscotland.org.uk/1/1/0/Home.aspx

http://www.defra.gov.uk/environment/climate/adapting/


http://archive.defra.gov.uk/environment/climate/documents/interim2/future-worlds.pdf

F. SCANNED SIGNATURES

We are encouraging all projects to submit their application form and supporting paperwork in

electronic format. However, one section of the application form – 5.0 the Declaration - needs to

be authorised by a signature. We will accept a scanned signature pasted into the electronic

document. Alternatively, you may wish to sign a hard copy of the pages which need to be

authorised, scan in the entire page and send this to us electronically.

If you do not have access to a scanner, please speak to us, as we can arrange to scan these

pages in our office. You can post or fax a signed copy of the relevant pages to us and we

will scan them for our files.

G. ASSETS

Keep Scotland Beautiful has a responsibility to record details of assets purchased using

CCF monies. If your project is successful in securing funding, assets with a value of £1,000

or more must be identified on the CCF claim form.

Please consider this when planning your project.

H. VAT

VAT is an eligible cost on all expenditure, unless your organisation is registered for and able to

recover VAT. It is extremely important that you verify whether or not your organisation can

recover VAT on the costs of your project before submitting this application. You should then

ensure that your budget figures are adjusted accordingly.

All expenditure will be paid gross (inclusive of VAT). If you wish to claim net values, then you

must inform the CCF Team in writing.

We encourage groups to look at “The VAT Guide” (Notice 700) which is available from HM

Revenue & Customs (HMRC) and, along with further information on VAT, can be viewed on

their website www.hmrc.gov.uk

http://archive.defra.gov.uk/environment/climate/documents/interim2/future-worlds.pdf

http://www.hmrc.gov.uk/