Distribution committee policy

Greenham Common Trust is a charitable company whose objects are to promote any charitable purpose for the benefit of local inhabitants. Besides adhering to the requirements listed below, the Trust stipulates that applications will only be considered from the local community. This does not mean that national charities are not eligible, but that only projects being undertaken by local branches will be considered. Although we have no fixed geographical boundary, what we mean when we say 'local' can loosely be described as West Berkshire and North Hampshire. We will consider applications from organisations outside of this area but they must benefit the residents who live within these boundaries.

The policies for distribution to external organisations are set out below. They are intended to guide and inform the distribution activities of the Distribution Committee. The Committee recognises that there may be exceptional circumstances that justify a different approach being taken in particular cases. Greenham Common Trust was formed in 1997 and is keeping its distribution policies under close review to make sure they work to the best advantage of the community. The policies are set out in bold text. Where explanation is helpful this will appear in plain text below the policy.

The Committee will:

1. Meet twice a year to consider distribution issues.

This will enable the Committee to consider a range of applications to make sure that the available resources are used to best advantage. It will also help to avoid the possibility of decisions being taken on an ad hoc basis.

2. Is there a minimum or a maximum grant application figure?

The Distribution Committee wishes the Trust to be a resource for all sections of the community. There should be no discouragement to apply for funds because their requirements are too small or their aspirations too great. Organisations can apply for as little as £50. The Trust has finite pot for each of its two reactive grant rounds. This will be in the region of £170,000 for each round in the financial year 2011/12. The Trust asks that no application should exceed 50% of this figure (probably more realistically 25% of this figure) so we can support more worthy local projects. Obviously the Trust will give guidance on how much is available for distribution. However, this certainly doesn’t preclude major projects which require larger grants from approaching the Trust. We would be more than happy to discuss your ideas and consider supporting the project but these will not form part of the reactive grant application process.

3. Retrospective Applications

The Trust will generally not provide grant aid where the project will have been completed by the time the committee meets to determine the application.

4. Not necessarily require matched funding as a condition of grant aid.

Many sources of grant aid have adopted a policy of requiring matched funding before a grant is made. Whilst this policy can be appropriate in some cases it can prevent some organisations from obtaining much needed support. The Distribution Committee will not have a preconceived requirement for matched funding but will reserve the right to ask for it where it seems right to do so.

5. Encourage applications where the grant aid is to be used to assist in securing funding from other sources.

As part of the Trust's approach to the issue of matched funding it will be pleased to see the grants it makes being used as the 'matched funding' to secure aid from other organisations which do have a requirement for matched funding as a condition of their giving assistance. We encourage applicants to demonstrate they have attempted to raise funding from other sources rather than relying solely on Greenham Common Trust for grant aid.

6. Expect applicants for grant aid to complete a simple application form.

The Distribution Committee aims to keep the process of applying for grant aid as simple as possible. It will however be helpful to the Committee to have certain basic information on all applications. This will help to ensure consistency and fairness. Any additional material enclosed with the application form will not be sent to the Committee but held on file.

7. Do we have any restrictions on applications for capital or revenue grants?

No. The Trust has no restrictions on capital and revenue grants. However, the Local Strategic Partnership West Berkshire Partnership, does have a 50% split between capital and revenue grants. Grant applications for Vibrant Villages grants, which are matched funded by Greenham Common Trust and West Berkshire Council are all capital grants. Applications for revenue will not be considered for the Vibrant Villages but will of course be considered for Trust and LSP funding. (Go to Grant Aid Explained to see an explanation of all of the grant streams available).

8. Can I apply for revenue funding over a number of years?

There has been a growing trend for grants to be based on one-off projects. The Committee recognises that much valuable work is carried out in the community on an on-going basis without necessarily involving capital expenditure. The Committee will wish to retain the ability to consider revenue funding where appropriate. The Committee will also be prepared to consider funding over a number of years. Where this approach is taken it will be made clear whether the funding is certain and covered out of existing resources or dependant on funds continuing to become available.

9. Can I apply again for capital or revenue grants if I have already been successful?

Yes. There is no barrier to making successive applications to the Trust.

10. In some cases may give applicants for funding an opportunity to address the distributions committee to explain the purposes for which the grant is required.

Applicants for more complex projects may be required to submit a business or project plan and could be asked to make a presentation to the committee. This will also give the Committee the opportunity to ask questions of the applicant to obtain a better understanding of the work and aims of the organisation and the value to the community that would flow from the grant being made. The Committee may issue guidance notes to ensure that the ability to address the Committee is of overall benefit. For example the Committee will expect applicants to complete their address within 5 minutes. This facility is most likely to apply in the case of major grant applications.
The Trust expects the information on the application to be proportionate to the level of funding sought and the complexity of the proposal. The application form has been left relatively simple but it maybe necessary to request further information.
The Trust will expect applicants for major grants to demonstrate that the project will bring major advantages and provide opportunities for positive media coverage.

11. Deal with applications fairly and not have regard to the race, age, gender, disability or sexual orientation of the applicant or its members except where the Committee have made a positive decision to aid a particular section of the community for a legitimate charitable purpose.

The Committee is fully and sincerely committed to an equal opportunities policy. There may be some instances where a conscious decision is made which will be to the advantage of one section of the community. Where such a decision is made the Committee will give its reasons for making it unless such reason will be obvious from the nature of the application and the grant aid given.

12. Apply appropriate conditions to any grant aid that is given.

This is to ensure that the grant aid is used as intended and that the Trust can take full advantage of any public relations opportunities. In some cases it is possible that the Trust will wish to impose monitoring and reporting back conditions.

13. Produce an annual report detailing what grants it has made and where appropriate what its future priorities will be.

The annual report will be a good way for the Committee to summarise and review the work it has been carrying out. It will also be a vehicle for publicising the activities of the Trust so that the public can be made aware of the approach that has been and will be taken to distribution.

14. Where a Member of the Distribution Committee has a personal financial interest in the subject matter of debate, they will declare that fact, leave the room, and not take any part in the discussion or vote on the issue.

It is fundamental to the operation of the process that there should be no potential for conflicts of interest of this sort.

15. Where a Member has an interest by virtue only of membership of, or affiliation to, an organisation that is making the application for grant aid, the Member will declare that fact at the outset but will be allowed to take full part in the meeting including speaking and voting on the issues.

The purpose of this policy is to make clear that Members will be operating in an entirely impartial, fair and even-handed way in relation to the activities of the Distribution Committee.

If you would like to know how these rules might be applied to your own particular project e-mail charitablegrants@greenham-common-trust.co.uk or call 01635 817445 to put your question in person.