APPLICATION PACK FOR THE ALLOCATION OF SMALL GRANTS TO COMMUNITY / VOLUNTARY SECTOR

PARTNERS1

Grant Reference No: 10/15/PWB

October 2015

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1.0 Introduction

The Southern Health and Social Care Trust (the Trust) values the critical role that community and voluntary (Not for profit) sector partners play in the delivery of health and social care services across the Southern Trust area.

The Southern Trust has set aside £100,000 within this financial year 2015/16 to support an open call process for small grant funding to community and voluntary sector groups1. The focus of the programme will be on older people, people with a disability and/or carers2.

Proposals must be in line with Southern Trust’s Strategic Direction i.e. enabling people to remain independent at home for as long as possible and/or developing local social support and/or innovative ideas for prevention and low level support;

The programme objectives are as follows: Maximising independence and choice; Improve health and well-being through social interaction; Reducing social isolation; Making the best use of resources.

2.0 Scope of Agreement

The Southern Health and Social Care Trust (the Trust) seeks applications via an open call process from community and voluntary sector) groups1.

The Trust will consider applications from groups working to support: Older People People with a disability Carers2

within the geographical localities of Armagh/Dungannon, Newry/Mourne and Craigavon/Banbridge.

Funding will be provided towards the following categories:1 Community/Voluntary ‘ ‘Not for Profit) Groups should be interpreted as: ‘organisations which are neither state nor the private sector. It includes voluntary and community organisations (both registered charities and other organisations such as associations, self-help groups and community groups), social enterprises, mutuals and co-operatives. Third sector organisations are independent of government; are ‘value-driven’ – that is, they pursue social, environmental or cultural objectives rather than primarily aiming to make a profit; reinvest any surpluses in the pursuit of their objectives

These organisations can take a number of forms, such as charitable voluntary and community organisations, social enterprises, etc’

2 a carer is someone who regularly provides or intends to provide a substantial amount of care for a friend/relative who is in need of help because they are ill, frail, or have a disability

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Room hire (Maximum £500) Meals / refreshments/Activities/Equipment (Maximum £580) Insurance Cover (Maximum £250) Telephone, Postage and Stationery (Maximum £50)

Application is open to Community/Voluntary groups1 with an annual income of less than £15,000 (recurrent and non-recurrent) and reserves under £5,000 who currently are not in receipt of income from the Southern Trust via a formal contractual arrangement.

The total maximum grant available per successful proposals is £1,380 (note the maximum amounts against each itemised category, as noted above) and the funding must be spent before 31st March 2016.

Only one proposal can be submitted per organisation. Funding is one off and non-recurrent and the Trust is not in a position to guarantee any future funding commitment to successful applicants.

Successful applicants will be responsible for making all arrangements necessary for the effective delivery of the proposal and must commit to completion of a post project evaluation.

Please note that from 1st April 2014 Health and Social Care regionally have committed to the NI Government programme of work to promote effective working relationships with the Third Sector.  The Trust will record funding to the Community and Voluntary Organisations, Social Enterprises, Charities and non-profit making organisations through populating the Government Funders Database

3.0 Service Provision – Essential Requirements3.1 Applicant groups must be a community/voluntary group1 working to

support older people, people with a disability and/or carers2 within the geographical localities of: Armagh/Dungannon, Newry/Mourne and Craigavon/Banbridge.

(For clarification, an organisation which is part of a larger organisation must be constituted in their own right (or noted on the main group’s constitution as a sub group in their own right) and have responsibility for their own financial affairs i.e. must have an individual bank account).

3.2 Proposals must be in line with the Southern Trust’s strategic direction and programme objectives outlined above (1.0 – Introduction)

3.3 Applicants must not currently be in receipt of income from the Southern Trust through a formal contractual arrangement.

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3.4 Applicant groups must have an annual income (Recurrent & Non-Recurrent) of less than £15,000, and reserves under £5,000

3.5 All staff (Permanent/Temporary and Volunteers) proposed by the applicant in the delivery of any project and who are engaged in regulated activity (Ref: Safeguarding Vulnerable Groups Act 2006) within the project must have completed Enhanced Criminal History checks via Access NI. Under no circumstances should an employee /volunteer be engaged prior to the necessary checks being received.

3.6 Projects/initiatives must be completed by 31st March 2016.

3.7 The applicant must have in place, prior to allocation of funding, the necessary levels of indemnity i.e. not less than £5,000,000 for Employer’s Liability & £5,000,000 Public Liability. Note: applicants will need to check with their insurance broker if the Employers Liability Insurance covers volunteers, students who work for you unpaid; people who are not employed, but taking part in a youth or adult training programme or a school student on a work experience programme, where/if applicable.

3.8 The applicant agrees to comply with the terms and conditions set out in the attached Grant Funding Agreement.

3.9 Agreement to complete an End of Project report which must be furnished by the 31st of May 2016.

3.10 Confirm an End of Project Report was submitted for 2014/15 SHSCT small grants funding programme if applicable

4.0 Evaluation Methodology & Marking Scheme

All applications will be considered against a range of criteria – reference ‘Applicant Submission Template’ (Annex 1) for further detail:

General Profile Section 1 (Applicant Submission Template)The application process will ask you to answer some general questions about your organisation/group in the General Profile Section 1 (Annex 1). The purpose of the General questions is to collate a brief group/organisation profile and general information only. The information provided in the section will not be scored however failure to complete this section fully may result in your application being rejected.

Selection and Award Criteria Questions (Sections 2 and 3)Section 2 - “Selection Criteria” Q1 – 7 will be scored Pass / Fail (Yes / No)Applicant may be asked to submit evidence of these criteria on award as noted. Please note that if the Applicant fails to pass any of the criteria in Section 1 their submission will not be considered further.

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Section 3 – “Award Criteria” - Quality Q1 – 4 will have a total weighted score of 100%, each question achieving equal weighting i.e. 25%.

Please note that if the Provider fails to gain a weighted score of 60% or above in Section 3 their submission will not be considered further.

Applications will be evaluated against the responses provided, based on its relevance to the criterion noted in the Applicant Submission Template (Annex 1); it is therefore important that you answer all questions fully, ensuring that you provide sufficient detail and relevant examples to substantiate your answers where appropriate. Criteria have been weighted as indicated. An overall consensus score will be agreed by the adjudication panel for each application.

The word limit for each question should NOT exceed the stated amount of words (250 per Question). Words beyond that stated, including any attachment/supporting documentation, WILL NOT be considered in evaluating this submission.

The response to each question MUST be stand alone and must not rely on references to responses to other questions or attachments, and must be concise and relevant.

Scoring

Quality/Capacity & SustainabilityAward Criteria questions 1-4 (Section 3) will be marked and scored as per Table A below. These marks will then be converted into the percentage weighted score attributed to that question as detailed in the Applicant Submission Template.

Any bidder who fails to achieve a pass mark of 60% will be excluded from the process. Only bidders who have achieved a pass mark of 60% or more in the quality section will be eligible for funding. Bidders will be ranked in descending order based on their quality scores. Funding will be allocated to bidders based on this ranking.

Where there are a number of organisations who have achieved the same score and funding is nearing depletion, the remaining bidders will be ranked in order of highest score in Q1 until the funding is depleted. If there remains a number of organisations who achieve the same score in Q1 and are jointly ranked, the process will continue to Q2, Q3 and Q4 until the funding is depleted.

Converting marks into percentage scores The mark achieved by the Bidder (i.e. 0-5) will be divided by the total mark achievable i.e. 5 for that question. This will then be multiplied by the weighted score attributed to that question and calculated to two decimal places.

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Table A

Mark Award Explanation/Description

0 The required information has not been submitted or failed to address to address the question.

1 An unacceptable response with serious reservations. High risk that the proposed approach will not be successful.

2 A response with reservations. Medium risk that the proposed approach will not be successful.

4 Good response that meets the requirements in all material respects.

5 Excellent response that comprehensively meets the requirements. Response demonstrates that the service provider will provide outstanding services if awarded.

For clarification purposes please note – there is no mark 3 in the above table.

NB. It is the applicant’s responsibility to ensure the accuracy of the figures inserted in the bid.

The Southern Health and Social Care Trust is not bound to accept any bid or to allocate the full funding available to it.

5.0 Guidance on Submission of Applications

To ensure your application is considered you must submit your bid by 4.00 pm on 16th November 2015 to the email address below.

Applications received after the closing time and date WILL NOT be considered for evaluation.

Applications must be submitted electronically via email to: small.grants@southerntrust.hscni.net

General Compliance Notes

You should retain copies of your completed application Ensure your application is signed and dated You must also complete and sign the declaration, scan and submit with

your application Applications submitted by facsimile machine or in hard copy via post

WILL NOT be considered Applications must be submitted in the English Language The SHSCT shall not be responsible for any payment in connection

with any expenses which may be incurred by the Applicant in the preparation and submission of their application

The SHSCT will not enter into detailed discussions on the requirements of this process with individual applicants

Applicants may raise queries up to 5 calendar days (by 11th November 2015) before the application Submission Deadline

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All queries from applicants seeking clarification should be made via email to the following address: victoria.johnstone @southerntrust.hscni.net (Please note this is different to the application / bid submission email address)

The SHSCT shall not be responsible for contacting the applicant through any route other than by responding to the individual from whom the clarification request was sent. It is the applicant’s responsibility to monitor such correspondence

Applicants should seek to clarify any points of doubt or difficulty relating to the documentation before submitting their bid

Fax, telephone or oral enquiries WILL NOT be considered Copies of questions received and relevant answers will, at the

discretion of the SHSCT be distributed to the mailing list without identifying the source of any request. Queries will be answered in batches rather than one at a time. The SHSCT will endeavour to answer all questions as quickly as possible, but cannot guarantee a minimum response time.

Canvassing

Any applicant who directly or indirectly canvasses any official of the Trust or member of the evaluation panel concerning the award of grant funding or who directly or indirectly obtains or attempts to obtain information from such official/evaluation panel member concerning the proposed or any other application will be disqualified. This should not, however deter any applicant seeking clarification in relation to the application.

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Annex 1 – Applicant Submission Template

Grant Reference No: 10/15/PWB

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General Profile Section – Section 11. Name of Group:

2. Contact Person:

3. Contact Address:

4. Postal Code:

5. Telephone No:

6. Fax No:

7. Email Address:

8. Please tell us about your group and the services you provide? Please give us some brief information on your group (including the type of activities on offer); tell us how long you have been established and how many members you currently have, when and where you meet and how often this happens, if there are any other groups in your area who offer a similar service, if you have carried out any consultations in your community which show the need for your service? (Please keep this response concise, no word count applied)

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9. Have you applied for funding from any other source for your group? If yes, please give further information. Please tell us about any other funding for your group which you have received within the last 12 months. Please also tell us if you have any current applications pending, who these are to and the amount you have applied for.

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10. How much funding are you applying for from the Southern Health & Social Care Trust?

Category* Maximum amount available

Amount applied for

Room hire £500Meals / refreshments / activities/equipment

£580

Insurance cover £250Telephone, postage & stationery

£50

Total £1,380*Note funding is not transferrable within categories i.e. where room hire is not required the maximum amount available for this category cannot be used as an additional amount against any other category.

Please note that the Trust is unable to provide assistance for any other costs, and unable to fund the following –

Transport for one-off outings Annual events – e.g. summer outings / parties Projects which are the responsibility of another funder Major capital or core funding costs Religious or political activities

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Activities which involve or promote any form of gambling and the consumption of alcohol

11. Please provide name, address and telephone numbers of: -

Name Address Tel No.

Chairperson

Secretary

Treasurer

12. Which of these categories best describes the focus of your group? (Please tick box)

Older People Disability Carers

13. In which locality does you group operate?

Armagh & Dungannon Craigavon & Banbridge Newry & Mourne

14. Do you have volunteers in your group? Yes No If yes, please state how many _______

15. Do you have a Volunteer Policy? Yes No

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FINANCIAL INFORMATION: (Submitted in Confidence)

14. Name of Bank:

15. Address of Bank:

16. Account Name:

17. Account No:

18. Bank Sort Code:

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Selection Criterion Questions – Section 2

1. Bona fide Community/Voluntary Group1 - Please confirm that your organisation is bona fide group1 working to support older people, people with a disability and/or carers2 within the geographical localities of: Armagh/Dungannon, Newry/Mourne and Craigavon/Banbridge and that you are able to provide a copy of your valid, signed and dated constitution or equivalent governing document, if requested. (For clarification, an organisation which is part of a larger organisation must be constituted in their own right (or noted on the main group’s constitution as a sub group in their own right) and have responsibility for their own financial affairs i.e. must have an individual bank account).

Yes (Pass) No (Fail)

2. Compliance with Grant Agreement – Please confirm that your organisation will comply with the Terms and Conditions set out in the Grant Agreement attached in this application pack (Appendix 2)Yes (Pass) No (Fail)

3. Staff (Permanent/Temporary and Volunteers) – Please confirm that all staff involved in the delivery of any regulated activity, which in any way is supported via this programme of grant funding, will have completed Enhanced Criminal History checks via Access NI.Under no circumstances should an employee/volunteer be engaged prior to the necessary checks being received.Yes (Pass) No (Fail)

4. Employers and Public Liability indemnity level – Please confirm that your organisation will be able to provide the levels of indemnity expected i.e. £5,000,000 Employers Liability and £5,000,000 Public Liability in respect of any one claim (You must confirm with your Insurance Broker that you can obtain, should you be successful in your bid, the required cover prior to committing a Yes to this response. Evidence that you hold this level will be expected by the successful Provider – reference ‘Completion of Confirmation of Providers Insurance – attached Appendix 1) Note: applicants will need to check with their insurance broker if the Employers Liability Insurance covers volunteers, students who work for you unpaid; people who are not employed, but taking part in a youth or adult training programme or a school student on a work experience programme, where/if applicable.

Yes (Pass) No (Fail)

5. Not in receipt of an income through a formal contractual arrangement – Please confirm that your organisation is not currently in receipt of income from the Southern Trust through a formal contractual arrangementYes (Pass) No (Fail)

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6. Your group has an annual income of less than £15,000, and reserves under £5,000 – The Trust reserves the right to validate this with you on award.Yes (Pass) No (Fail)

7. Grant Post Project Evaluation – Please confirm that your organisation will complete and return the end of project evaluation attached in this application pack (Appendix 3) by 31 May 2016.Yes (Pass) No (Fail)

8. Project Completion Date – Please confirm that your organisation will have completed the project by 31st March 2016.Yes (Pass) No (Fail)

9. End of Project Report Completion Date – Please Confirm an End of Project Report was submitted for 2014/15 SHSCT small grants funding programme if applicable ( If your group did not receive a small grant for 14/15 or any previous year )Yes (Pass) Not applicable (Pass) No (Fail)

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Award Criterion Questions – Section 3Non-recurrent funding will be awarded on your responses to this section provided you have passed all the Selection criteria questions. Please note that there is a word limit of 250 for each question and 25% weighting aligned to each question. Your application will be scored based on the information provided.

QUALITY = 100% weighting (Each question is worth equal weighting – 25%)

Q1. Describe how the application for funding you are making meets the Trust’s strategic direction and the objectives of the programme outlined in Paragraph 1 ‘Introduction’ (p.2) and what the key benefits will be for people attending your group?

For example, it may allow them to meet socially with others, participate in activities and provide opportunities to promote health and wellbeing. Does it help to promote positive mental health and emotional wellbeing? Are some of your members socially isolated, etc?

Word limit of 250 (please provide word count)

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2. How do you measure and evaluate your service? Please give us some information on how you monitor and evaluate your work. Do you keep an up-to-date attendance register? Do you ask members for feedback on activities? Are your members involved in planning any activities? Does your Committee hold regular planning events?

Word limit of 250 (please provide word count)

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3. Does your group actively seek to build capacity, knowledge and skills of members in relation to health and wellbeing? Do you encourage members to take part in activities which they may have not tried before? Do you sometimes bring guest speakers to talk to your group? Do you think there is training that your members, Committee or volunteers could benefit from?

Word limit of 250 (please provide word count)

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4. Please detail how you believe the funding you are applying for will support you to sustain your service within your community after the funding you have secured has been exhausted.

Would this funding enable you to apply or attract further funding opportunities and if so, how? Support your organisation to build partnerships and links with other community groups and organisations in the local area and wider area? Build capacity within your organisation to ensure appropriate governance arrangements are in place? Etc.

Word limit of 250 (please provide word count)

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DeclarationI declare that: All the information given is correct The estimated costs have been approved by the Organisation’s

Management Committee against fraudulent or corrupt actions. The funding will be used for the purposes which are specified in this

document. No changes will be made to any of the proposals without the approval of the

Trust. If information given is inaccurate or incomplete the funding will be returned

to the Trust.

Signed on behalf of:

Organisation Name:

By (both) Chairperson/ Chief Executive Director/ Secretary

NAME (Print)

SIGNATURE

DATE

Please return completed applications to small.grants@southerntrust.hscni.net

no later than Monday 16th November 2015 at 4pm.

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Please note that the following documents are for information

only at this stage.

They are not required to be completed unless your

application is successful

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Appendix 1

CONFIRMATION OF PROVIDERS INSURANCESThis form must be completed by your Insurers, or Insurance Brokers, and returned as soon as possible if your application is successful.

PROVIDER DETAILS

Name of Voluntary OrganisationAddress

Description of Occupation/Business(as stated on policy)

1. Employers LiabilityInsurer details Name of Insurance Company :

Policy No:Renewal Date:

Limit of Indemnity £ any one incident and unlimited in policy period

Are Volunteers included under the policy

Yes / No

Restrictive Endorsements/Warranties applicable.We confirm that the Employers Liability certificates will be kept for a period of 40 years in line with legislation.

Yes / No

2. Public/Products LiabilityInsurer details: Name of Insurance

Company:Policy No:Renewal Date:

Limit of Indemnity £ any one incidentExcess Layer (if applicable)

Insurer:Excess Limit: £

Renewal date Policy No:Restrictive Endorsements/Warranties Applicable

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We confirm that evidence of Public Liability insurance will be kept for at least 21 years.

Yes / No

Signed: ______________________________________ Date: ____________________________

On behalf of: _____________________________________________________________________

In the event of any of the above policies being cancelled, not renewed, or restricted in any way, we will notify the Purchaser immediately

The above must be signed by a Recognised Insurance Company/Insurance Broker and stamped with a company stamp.

Please return t o your designated Trust Officer :

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FOR INFORMATION ONLY. Appendix 2

GRANT AGREEMENT (NON-RECURRENT FUNDING)- Grant Reference No: 10/15/PWB

Name of Organisation: _______________

Title of Project: ____________________

I hereby acknowledge the Southern Health & Social Care Trust’s intention to fund the above organisation the sum of - £ _______ for the project/service activity as outlined in the Applicants Submission Template (attached).

This agreement shall be subject to:

(a) THE GRANT – being used for the project and purpose as defined in the application (should the agreement be terminated e.g. where identified projects funded fail to materialise, you shall refund the Trust unspent funds).

(b) THE TIME – all projects should be completed by the 31st March 2016.

(c) CHANGES – must be notified to the Trust in writing initially and agreed with the designated Trust Officer.

(d) CONFIDENTIALITY – no details of this agreement shall be disclosed to any third party without the consent of the other party.

(e) ACCOUNTS – accounting records must be maintained. A statement of income and expenditure must be submitted at the end of the Project. You should retain a copy of all receipts for payments made

against this grant.

(f) LIABILITIES – the Trust accepts no responsibility, financial or otherwise, for expenditure or liabilities arising out of the work of your organisation.

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(g) MONITORING/EVALUATION – you are responsible for maintaining this agreement and implementing specific monitoring and evaluation procedures as agreed with the Trust.

Provider: Insert Lead Contact for organisation and address details

Telephone number: 028 Fax: 028 E-Mail:

Purchaser: Usually Trust AD or Director details to be inserted

Telephone number: 028 {Add}Fax: 028 {Add}E-Mail {Add}

Designated Officer Insert Details of Trust Professional Head of Service

Telephone number: 028 {Add}Fax: 028 {Add}E-Mail {Add}

(h) LEGISLATION/GUIDELINES & POLICIES –The Provider complies with and ensures all employees, where applicable, comply with the relevant legislation, guidelines, policies and associated best practice and in particular (but not exclusively) the following: -

Common Law Duty of Confidentiality and other DHSSPS guidance; Code of Practice on Protecting the Confidentiality of Service User Information and ‘Good Records Good Management’, Nov 11

The Children Order Equality and Human Rights Legislation Health and Safety Legislation Data Protection Act 1998 Freedom of Information Act 2000 Fire Prevention and Precautions Legislation Professional Guidelines and Policies Our Duty to Care Disability Discrimination (Amendment NI) Regulations 2004 Disability Discrimination NI Order 2006 Safer Services Report

Guidelines for the Prevention, Detection and Investigation of Abuse of Vulnerable Adults

Employment Act 2002. Bribery Act 2010 (Effective from July 2011)

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Signed for/on behalf of the Southern Health & Social Care Trust

________________________________________________________

Print Name: ______________________________________________

Position in Organisation: ____________________________________

Date: ____________________________

Signed for/on behalf of the Partner Organisation:

Group/Organisation: _______________________________________

Signature: ________________________________________________

Print Name: _______________________________________________

Position in Organisation: _____________________________________

Date: _____________________________

FOR INFORMATION ONLY Appendix 3

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GRANT - POST PROJECT EVALUATION – Grant Reference No: 10/15/PWB

This form must be completed at the end of your project and submitted to the designated Trust Officer by the 31 May 2016

Name of Group/Organisation:

Address:

Tel No: Fax No:

Contact person:Charitable status:Charity No: (if applicable )

GFD Registration No: ________________________________________

Date grant received:

1. What were the aims and objectives of the funded project (as outlined in your small grants/ grant application)?

2. Briefly describe the areas of work which the small grants /grant assisted, drawing attention to any particular achievements.

3. To what extent do you feel the project has/has not achieved its objectives based on the collection of user’s views on

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services provided by your organisation?

4. Briefly describe the difficulties and setbacks (if any) you have incurred in carrying out the work to which the grant contributed.

5. Expenditure breakdown – please give details here of each specific item or activity on which the money form the grant has been spent

Item or activity Date – give the date when the item was paid for or the dates on which the activity took place

Cost – give the cost / attach receipts/invoices

6. What have been the benefits achieved in your community in relation to their health and wellbeing as a result of this

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funding?

7. Did the process of securing grant from the Trust enable you to successfully apply for additional funds? Please give details:

8. Are there any concerns or issues, which you think the project is currently facing? Please give details:

9. If yes, are there any measures currently being taken to address these concerns or issues? Please give details:

10. If you have any training, development or support needs which you feel are currently unmet , please give details below:

11.Have you any comments/ suggestions to make about the Southern Health & Social Care Trust procedures in relation

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to grant funding?

12.Additional comments (if any)

Signed:

Print name:

Position in organisation:

Date:

Thank you for completing this form.

Please return this form to your designated Trust Officer:

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