Lisburn and Castlereagh City Council

COVID-19 Recovery Revitalisation SchemeSmall Business Grants Programme – Tranche 2

Guidance Notes and Application Form

Contents

Section 1 – Introduction1.1 Background Page 1

1.2 Purpose of Revitalisation Fund Page 1

1.3 Levels of Award Page 1

Section 2 – Practicalities2.1 Who can apply? Page 3

2.2 What can be funded? Page 4

2.3 What cannot be funded? Page 5

2.4 Procurement Page 6

2.5 Statutory Consents Page 6

2.6 Assessment Process Page 7

2.7 Payment of Grants Page 8

Section 3 – How to apply3.1 Next Steps Page 9

3.2 Key Dates Page 9

Section 4 – Appendices4.1 Lisburn City Centre Urban Boundary Map

4.2 Dundonald Urban Boundary Map

4.3 Carryduff Urban Boundary Map

4.4 Forestside Urban Boundary Map

Application Form

Section 1 - Introduction

1.1 BackgroundIn response to the challenges that have been brought about by COVID-19, Lisburn and Castlereagh City Council (LCCC), in conjunction with the Department for Communities (DfC) and the Department of Agriculture, Environment and Rural Affairs (DAERA), are offering businesses the opportunity to apply for financial assistance.

1.2 Purpose of Revitalisation SchemeThis funding is designed to aid the recovery of businesses on the high streets of the main urban centres and rural villages across the Council area and to help them address the operational challenges faced in order to serve customers safely and to operate within Public Health Authority and other Government guidelines.

1.3 Levels of Award

Level Eligibility City Centre Revitalisation Fund Max. Award

1

Independent private sector including retail, hair and beauty, takeaways, leisure and tourism and professional services, subject to demand.Please note charities, sports clubs and home based businesses cannot be funded.

Up to £500 (ex VAT) towards newly required equipment: which may include, but is not limited to; hand sanitisers, Perspex screening, signage, equipment to facilitate internal distancing, contactless payment system or app development for booking systems.

£500(ex VAT)

2

Independent private coffee shops and cafes with dine in facilities

Up to £1,000 (ex VAT) towards larger items for business recovery which may include, but is not limited to; outdoor seating, heaters (where necessary), bins, front of house barriers, awnings, canopies where relevant, other newly required equipment as above.

£1,000 (ex VAT)

3Licensed Premises Independent bars and restaurants

Up to £2,000 (ex VAT) towards larger items for business recovery which may include, but is not limited to; outdoor seating, heaters (where necessary), front

£2,000 (ex VAT)

of house barriers, awnings, canopies where relevant, other newly required equipment as above.

Please note you may be required to demonstrate a need to provide elements of the requested items.

It is expected there will be a high demand for the funding in this second tranche and regrettably the Council may only be able to support a proportion of the applications received. Funding will be assessed and awarded on a first come, first serve basis. Council will use the business address provided on the application and the planning maps to determine if you are eligible for the Urban Funding provided by DfC or Rural Funding provided by DAERA.

Retrospective payments cannot be funded. Proof of payment e.g. invoices must be dated after your letter of offer is issued.

Multiple applications for funding will not be accepted, a business may only apply for one strand of funding.

Section 2 - Practicalities

2.1 Who can apply? Please note: Tranche 1 has now closed and the areas eligible for funding have now been extended. Please see maps attached for more information.

Businesses* actively trading within the new extended boundary within the Lisburn and Castlereagh City Council area which still includes the main commercial centres as defined by the Department for Communities (DfC) policy namely Lisburn City Centre, Dundonald, Carryduff and Forestside will be prioritised under this fund.

In addition, there remains funding available for businesses actively trading in rural towns and villages within the Council area.

These villages include: Glenavy, Maghaberry, Moneyreagh, Stoneyford, Lower Ballinderry, Upper Ballinderry, Drumbeg, Drumbo, Dromara, Annahilt, Ravernet, Milltown, Hillhall, Aghalee, Hillsborough/Culcavy and Moira.

A rural village as defined below;

“The default definition of “rural” used in Northern Ireland is that developed by the Inter-Departmental Urban-Rural Definition Group. Initially proposed in 2005 and amended in 2015, this definition classifies those settlements with fewer than 5,000 residents together with the open countryside as rural.”

Taken from DAERAs guide to the Rural Needs Act issued to Public authorities.

*These businesses include:

Independent private sector retail businesses (retail is defined as the sale of consumer goods via a traditional retail store), takeaway food businesses

Independent leisure and tourism businesses (excluding sports clubs) Independent private coffee shops, bars and restaurants Independent hair and beauty sector businesses

Professional services such as estate agents, financial advisors, mortgage and insurance companies operating in the priority geographic areas noted above may be eligible, subject to demand.

2.2 What can be funded?Please note only expenditure relating to immediate and urgent need will be considered, examples include but are not limited to:

Minor works and associated equipment to develop outdoor trading spaces such as seating, tables, canopies/ awnings, heaters, bins etc

Minor works and associated equipment to ensure safe social distancing, health and safety and sanitising measures can be implemented such as signage, sanitising stations, temporary barriers, bins etc

Shop Front enhancements Minor Fit Out Improvements Equipment to enable digital trading e.g. contactless payment systems Play equipment to facilitate children’s play area where proper social distancing

measures can be facilitated

Some items may require statutory permissions, it is the applicant’s responsibility to ensure these are obtained. All assets must meet appropriate safety regulations. You will be responsible for the upkeep and safety of all assets.

2.3 What cannot be funded?In general, the following will not be eligible for funding:-

Businesses whose address is outside the Lisburn and Castlereagh City Council area Sports Clubs Charities Home based businesses Political Organisations and activities which are party-political in intention, use or

presentation. Loan Repayments Any costs or projects which are clearly another statutory agency’s

responsibility or costs that can be claimed back from elsewhere e.g. VAT cannot be funded

Costs towards ongoing running costs/ cash/flow (e.g. electricity, rent, rates, insurance etc.)

Costs towards banking charges and / or repayment of debt. Costs incurred prior to a letter of offer from Council (retrospective funding) Costs which are not clearly linked to the project Costs that are assessed as poor value for money, or that are purchased not

following Council procurement guidelines Costs that are already covered by other funding or income sources Costs which are deemed excessive by Council’s QS advisor Cash expenditure will not be eligible for refund from Council Applications received after the closing date specified in the promotional literature. Salary costs will not be funded. Alcohol, gratuities, gifts and prizes will not be funded. Purchase of stock for general trading purposes. Costs relating to transportation/Vehicles. Professional and statutory fees including planning consents, building control and

legal fees or any costs incurred in obtaining quotes in preparation of grant applications.

Please note that if you have received a Shop Front Improvement Scheme grant from Lisburn and Castlereagh City Council within the last three years (2017/18, 2018/19 and 2019/20) approval will not be given to items that have previously been funded.

2.4 Procurement

Applicants must demonstrate value for money has been sought.

Evidence must be made available to demonstrate that that the applicant has endeavoured to obtain quotations (where possible) for items purchased. Grant funding will not be paid out for items that are not considered value for money.

Please see the procurement thresholds below;

Expenditure No. of quotations required

Up to £500

2 verbal quotations from separate suppliers must be provided with your application (e.g. screenshots from supplier website or an email from supplier)

£501 - £2,000

2-3 written or emailed quotations from separate suppliers must be provided with your application (e.g. screenshots from supplier website or an email from supplier)

2.5 Statutory ConsentsIt is the applicant’s responsibility to ascertain if any statutory consents are required and ensure the relevant applications are made e.g. planning, building control, listed building consent or pavement café licenses (attached) etc.

It is the responsibility of the applicant to ensure that all approvals are legally complied with. A ‘Certificate of Lawful use or Development’ may be requested to prove that planning consent is not required if there is any uncertainty.

Please see below contact details for the relevant statutory departments:

Planning

Telephone: 028 9244 7300

Email Address: planning@lisburncastlereagh.gov.uk

Building Control

Telephone: 028 9244 7300

Email Address: building.control@lisburncastlereagh.gov.uk

Environmental Health

Telephone: 028 9244 7300

Email Address: Env.Health@lisburncastlereagh.gov.uk

2.6 Assessment Process

Stage Process Date

1 Applicant to determine need to purchase items or carry out planned activity within LCCC guidelines

2 Applicant to obtain Quotes for items/planned activity in order to submit with application

3 Applicant submits Application for Grant along with evidence of quotes

Deadline: Friday, 16th October 2020

4

LCCC Staff to assess applications against the following criteria: Value for money – cost v benefit Need for the project Potential impact on key indicators – enhanced

capacity, potential to increase footfall etc.

4 Letter of Offer to be issued by LCCC to applicant Friday, 6th November 2020

5Letter of Offer to be signed and returned to LCCC along with a New Supplier Application Form (including business bank details)

6Applicant to purchase items or complete planned activity and retain relevant documentation e.g. Invoices, Receipts, Bank Statements etc.

7Applicant to send relevant documentation listed in letter of offer e.g. Form of Acceptance, New Supplier Application Form, Invoices, etc. in order to commence repayment process

8LCCC review documents received from Applicant to confirm expenditure and ensure compliancy with terms and conditions.

9 Verification checks by LCCC officers on premises to confirm items/changes made

10 Process BACs payment – noting in particular the security of each Applicant bank details.

INCOMPLETE AND LATE APPLICATIONS WILL NOT BE ASSESSED

2.7 Payment of Grants Do not commence work, pay deposits or confirm the purchase of any equipment

until an offer letter has been signed and returned to the Council. Council will not retrospectively fund projects.

Payment of grant will be made to the applicant via direct BACS payment. No cash or cheque payments will be made.

Payment will only be made upon receipt of the following documentation:o Completed Form of Acceptance;o Completed New Supplier Application Form;o Copy of certified paid invoice(s) for planned activity/items purchased – All

invoices must be dated after the letter of offer is issued.o Copy of Approved Planning Permission or Pavement Café License

Certificate or Notification

Section 3 – How to Apply

3.1 Next steps

Step 1 Seek the relevant number of quotations from contractors/suppliers for items or planned activity – see ‘Procurement’ section for information.

Step 2 Complete an application form

Step 3

Return your application form and accompanying quotations to Council by email Becky.Gamble@lisburncastlereagh.gov.uk or via post FAO Becky Gamble, City Centre Management, 11-13 Market Square, Lisburn, BT281AE

3.2 Key dates

This is the first call for applications under this scheme and further calls may be announced in due course. Key dates are:

Programme launch – Tranche 2 Friday, 2nd October 2020 Deadline Friday, 16th October 2020 Offer letters to be issued Friday, 6th November 2020

Section 4 – Appendices4.1 Lisburn City Centre Urban Boundary Map

4.2 Dundonald Urban Boundary Map

4.3 Carryduff Urban Boundary Map

4.4 Forestside Urban Boundary Map

Application Form

Lisburn and Castlereagh City Council

Covid-19 Recovery Revitalisation Scheme

Small Business Grant Programme

Section 1 – Business Information

Title

Forename

Surname

Business Name

Are you VAT registered? Yes ☐ No ☐

Business Address Line 1

Business Address Line 2

Business Village/Town

Business Postcode

Contact Telephone Number

Email Address

Which sector best describes the service your business provides?

Hair and Beauty ☐Leisure and Tourism ☐Hospitality ☐Retail ☐Professional Services ☐Other ______________ ☐

Which do you qualify for? (See ‘Who can apply’ section in guidance notes for more information)

Urban Centre Funding ☐

Rural Towns and Villages Funding ☐

Which level of funding are you applying for?

Level 1 Independent private sector including retail, hair and beauty, takeaways, leisure and tourism (excluding sports clubs) and professional services Only (Up to £500 ex vat) ☐

Level 2 Independent private coffee shops and cafes with sit in facilities Only(Up to £1,000 ex vat) ☐

Level 3 Licensed Premises Independent bars and restaurants with sit in facilities Only(Up to £2,000 ex vat) ☐

How will this grant be of benefit to your business? Please identify the need.

Section 2 – Planned ExpenditurePLEASE NOTE: Council can only fund costs excluding VAT

Item or Planned Activity

Supplier/ Contractor Quote 1 (ex VAT)

Supplier/ Contractor Quote 2 (ex VAT)

Supplier/ Contractor Quote 3 (ex VAT)

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

Total Project Costs Requested £ £ £

Please provide proof of all quotations e.g. email from supplier.

Retrospective purchases e.g. invoices cannot be funded

Section 3 - Declaration

☐ I declare that all of the information provided in this application and accompanying documents is true and correct

☐ I confirm that I am age 18 or above

☐ I understand that it is my responsibility to ensure that all statutory regulations and policies are followed with regards to how the grant monies are spent. Failure to comply may result in the grant being withheld.

Full Name (Block Capitals):

Signature:

Date:

Please return the completed application form together with the required supporting documentation to:

Becky.Gamble@lisburncastlereagh.gov.uk, or

Becky Gamble, City Centre Management, 11-13 Market Square, Lisburn, BT281AE

Deadline for receipt of applications

Friday, 16 th October 2020

Section 4 - Application Checklist

Completed application signed by business owner or accompanied by signed owners consent form ☐

Copies of any statutory consent notifications (e.g. planning permission for awnings or pavement café license) ☐

Copies of recent, comparable and detailed quotations for relevant items/activity ☐