Grant Funding Policy Sept 26

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Chard Town Council
GRANT FUNDING POLICY

Adopted by council 21.09.2026

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1.Background
Each year Chard Town Council allocates a specific sum of money, as part of its
budget, to be made available as grants to organisations, clubs, societies and groups
which benefit people of Chard and help to build a sustainable community and
economy for the residents of Chard. The Town Council is committed to supporting and
strengthening community participation, activities and events and helping to develop a
welcoming community. However, in awarding grants, the Town Council is aware of its
responsibility for ensuring that public funds are properly managed.
This document sets out the requirements for Community Development Fund Grants,
essentially awarded on a one-off basis to cover projects and Core Funding Grants
which are to provide a contribution to core costs or overall activities of an organisation.
2. Basic Requirements
All grants are restricted to voluntary or not-for-profit organisations that can
demonstrate that funding will:
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Meet an identified need;
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Deliver a viable project or service;
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Mainly benefit the residents of Chard.
Applications must be made on the appropriate form, which can be downloaded from
the Council’s website or obtained from the Council Office and submitted to the Town
Clerk with the requisite supporting documents.
If successful in securing Town Council Grant then recipients are asked to attend
the Annual Town Meeting (May) and report on implementation of the Project
and/or the organisation’s activities.
3. Community Development Fund (CDF) Grants (Projects)
3.1 Background
Applications will be considered for 75% of the total cost of the project/activity up to a
maximum value of £1000. The grant may be used to match other funders’
contributions.
Funding will cover projects or activities which can be completed within 12 months and
will directly benefit residents of Chard. Examples of types of projects or activities that
can be supported include purchase of equipment, training of volunteers, marketing
activities or subsidising a trip or visit. Priority will be given to projects or activities
which support the Town Council’s objectives and aspirations for the community. The
aims and objectives of the project should be clear and well defined, with specific
realistic and deliverable outcomes. If the Project does not proceed then the
Council’s Grant must be repaid in full.
Application will be accepted from voluntary organisations, community groups or social
enterprises operating on a not-for-profit basis for the benefit of the community of
Chard. Organisations must have some form of management committee or steering
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group and a bank account with at least 2 signatories. Whilst schools may not apply,
PTAs/school associations may apply for a grant to cover extra-curricular activities
providing the funds are ring-fenced and applicants have a separate bank account and
constitution.
If your organisation has previously received a grant from the Town Council, a report
on grant expenditure must have been provided before a new application can be
considered.
Only one grant may be received within each financial year, as we wish to be able to
distribute funds to a many people as possible.
It should be noted that consideration will not be given to providing funding in
consecutive years for the same Project until all applications for grants have been
awarded in a financial year. If, at that stage, monies remain within the budget then
consideration will be given to applications from those organisations awarded a grant
in the previous financial year.
If your organisation is a branch of a larger organisation, it should have a separate
committee, constitution and bank account and a specific brief for activities benefitting
the community of Chard.
3.2 When to apply
All grant applications will be considered by the Grants Sub-Committee, which
applicants will be required to attend to present their case to the members. The SubCommittee will then make its recommendation to the Finance & Audit Committee for
a decision on awarding the grant.
There will be 1 meeting of the Finance & Policy Committee at which Community
Development Fund grant applications will be considered during the financial year.
Applications should be submitted by 20 November 2026 in advance of the F&P
Committee January 2027. Applications will be checked upon receipt to ensure all
required information has been provided, and if incomplete or additional information is
required it must be supplied before the application will be presented to the relevant
meeting.
Written confirmation of decisions taken will be provided within 10 days of the meeting
at which the application is considered. Payment will be issued to successful applicants
by direct payment to the bank account identified in the application form after
acceptance of the grant award by the applicant.
3.3 What will not be funded
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Contributions towards large, general appeals
General running costs
Any element of VAT that is recoverable by the organisation
Retrospective funding for costs that have already occurred.

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3.4 Who may not apply for grant funding
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Individuals
Organisations with projects which operate outside Chard and do not clearly
evidence how they will directly benefit the Chard community
Commercial ventures, private businesses operating for profit
Statutory organisations or groups controlled by public sector organisations such
as Local Authorities or Primary care Trusts
Schools
Projects/activities that promote one particular faith or religious belief, although
the fund could support a faith group delivering something that is open to all
Organisations involved in party political activities or other self interest groups
Any organisation or group that discriminates on the grounds of age, disability,
gender reassignment, marriage and civil partnership, race, religion or belief,
sex, and sexual orientation

3.5 Terms and Conditions
If there is a serious breach of terms and conditions, if the group ceases to operate
before funds have been spent or if the project does not proceed as planned, the grant
will have to be repaid in full. Also, if the Council becomes aware of evidence of
dishonesty or negligence which could bring Chard Town Council into disrepute, action
will be taken to terminate the grant
A grant may only be used for the purpose set out in the application form and it
cannot be given to any other group.
Recognition of any grant made by the Town Council must be made in any publicity
and in the organisation’s accounts. For our own publicity material, the Council may
require photos with agreement from the participants and may use the name of the
organisation and project.
Progress on implementation of the Project (and hence use of the Council’s
Grant) must be reported to Council on completion of the Project and at least
annual at the Annual Town Meeting.
4. Annual Core Funding Grants
4.1 Background
Chard Town Council awards a limited number of grants to voluntary, community
and social enterprise organisations in order to help meet its priorities and benefit
the residents of Chard. These grants are awarded as a general contribution to the
core costs or overall activities of an organisation. The overarching organisational
outcomes of the applicant will generally align with the Council’s aims, outcomes
and key priorities shown below.
Aims
Chard Town Council recognises that it can achieve its outcomes and make best
use of its available resources through the grant award process. Supporting
voluntary, community and social enterprise agencies to deliver services it wishes
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to see promoted in the town can achieve greater innovation and strengthen the
sector overall.
Outcomes
Chard Town Council’s Vision for Chard:
• Chard will be a successful, vibrant, attractive town, where people want to live,
work, study and visit.
• The town will have real and accessible transport links, decent housing provision
for all, excellent employment and business opportunities and a vibrant community
life. It will be clean, green, safe, active and prosperous, and a place to be proud
of.
Key Priorities
1) To enable residents to enjoy high quality social, recreational and cultural
facilities within the town and to seek the continuing improvement and development
of these facilities in accordance with the desires expressed by the residents
2) To encourage and promote the economic and commercial vitality of Chard in a
way that encourages sustainable employment opportunities, housing and
business facilities
3) To preserve the unique identity of Chard and promote its heritage and its
environment
4) To help create a socially inclusive and caring community, which embraces all
its residents equally, seeking to develop their well-being, knowledge,
understanding and mutual co-operation
5) To encourage the positive development of young people and provide high
quality social, recreational, health and wellbeing opportunities for them
All applications must evidence how their organisation contributes to one or more key
priorities of Chard Town Council and evidence the desired outcomes.
The Council will not award grants to organisations that provide services on the basis
of adherence to a religion, philosophy or political persuasion.
The Council will not provide retrospective funding that has already been spent or
committed to be spent.
4.2 Who can apply
The Council requires that all organisations or consortia applying for funding
demonstrate they meet the following criteria:
Management Requirements
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A formally adopted constitution
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Regular committee meetings, including an annual general meeting
Financial systems
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Compliance with all financial and accounting requirements of charity or
company law
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Follow good practice in relation to internal financial controls
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Organisations with an annual turnover of above £5,000 must publish
independently examined or audited annual accounts
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Data protection
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Compliance with the Data Protection Act (1998) in handling any personal
information about individuals
Employment practices
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Where staff will be recruited to deliver services, posts will be advertised, with
open and competitive interviews
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Employees will be supplied with a contract and terms and conditions as well as
job descriptions
Insurance
Adequate insurance for activities, events, staff, premises, equipment, vehicles
including:
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Public liability
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Employer’s liability cover if staff are employed
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Property and equipment insurance against fire, theft, loss, damage
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Vehicle or driver insurance if vehicles are owned or driven
Disclosure and barring checks
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All employees working with children and vulnerable adults must be vetted
through the disclosure and barring checking service
Safeguarding Policies
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Organisations working with vulnerable adults must have a policy and
procedures in place
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Organisations working with children and young people must have a child
protection policy and procedures in place
Safeguarding training
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Employees working with vulnerable adults and children and young people must
have relevant and up to date training
Equality
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All organisations must have a written equality policy that complies with current
legislation, and arrange appropriate training for managers and staff
Health & Safety
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All organisations must have a written Health & Safety policy that complies with
current legislation.

4.3 How are applications assessed
Applications will be submitted to the Town Clerk who will undertake an assessment
to ensure they meet the requirement to fulfil Chard Town Council priorities and benefit
the residents of Chard. Applications will be taken to the Grants Sub-Committee and
then the Finance & Policy Committee meeting (planned for April) for Members to
make a decision.
Applications are assessed according to how they will meet the outcomes and achieve
value for money.
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Once a decision is made the applicant will be notified of the outcome. If successful,
the applicant will receive a letter offering the grant and be required to sign an
agreement setting out the terms and conditions of offer. If unsuccessful, the applicant
will be informed in writing. All successful applicants will be expected to complete
Monitoring and Evaluation forms to show how they spent the funds awarded.
4.4 How to apply
The maximum amount available through the Core Grant scheme is £1,000 per
organisation if the above criteria are met. However, the Council will consider larger
grants on an annual basis to support organisations within the Town. For grants in
excess of £1,000, in addition to the conditions above, a business plan for the financial
year covering the grant should also be provided showing how the grant monies will be
used to support the funding requirement of the organisation.
Applicants need to apply to the Town Clerk on the standard application form outlining
the aims of the organisation, the Council priorities that they meet and what the funds
will be used for. They will also need to supply a copy of their latest accounts, their
constitution and a copy of their bank statements for the previous 6 months.
The Council will not make grants to organisations which it believes are not in good
financial health or whose accounts are not in good order.
The Council may consider not awarding a grant to organisations that already hold
surplus funds which are not being used for the general operation of the organisation
and are not earmarked reserves.
Being successful in receiving a Core Grant from Chard Town Council does not ensure
that this award will be made every year and does not constitute a service level
agreement with the Council. Grants are made depending on the Council’s budget
allocation and may be subject to constraint.
Recipients of grants of more than £1,000 will be expected to sign a Service Level
Agreement providing regular updates during the year on operation of their
organisation.
Applications are considered annually and will be assessed each year based on the
merits of the application forms received and how they support the current priorities of
Chard Town Council. Applications must be received by the end of November to be
included in the budget process for the next year.

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