Guidelines and Application Form
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Thank you for requesting a Grant Application Pack for Grassroots Grants.
Grassroots Grants is a key element of the Government‟s strategy for building stronger and
more active communities in England, funded by the Office of the Third Sector and
delivered by Community Development Foundation, managed across Essex, Southend-on-
Sea and Thurrock by Essex Community Foundation.
These Guidelines are to assist you in completing the Application Form. Please read them
carefully as part of the application requires you to supply supporting information. Contact
the Grants Team if you have any difficulties, we are happy to discuss your application
before submission and/or signpost you to free support, which is available to all applicants.
Applications can be written, typed or information can be pasted in. Copies of the form can
be downloaded from our website www.essexcommunityfoundation.org.uk. or obtained
from the Grants Team, details below. There are only two more funding rounds with
deadlines of 14.4.10 and 14.7.10. If funding allows there may be additional rounds, these
will be advertised on our website.
Completed applications should be sent by post, preferably before the deadline as we may
request additional information. We cannot assess applications that are incomplete on
the deadline. Please ensure that you pay the correct postage as we are unable to cover
the costs of collecting underpaid post. Fax or email forms cannot be accepted as we
require the form to show the original signatures of the main contact, committee
member/trustee and referee. Please keep a completed copy of your application form for
Essex Community Foundation Tel: 01245 356018
121 New London Road Email: email@example.com
Essex CM2 0QT
If your request is in excess of the maximum ?5,000 or your organisation has an annual income of more than ?30,000
Grassroots funding may not be suitable. For alternative funding please see our General Application Form and Guidelines for Completion on our website: www.essexcommunityfoundation.org.uk or call us on 01245 356018.
Essex Community Foundation is a registered charity No. 1052061. As an independent local grant maker, we support voluntary and community groups working for the benefit of people living in the administrative county of Essex and the unitary authorities of Southend-on-Sea and
Thurrock. We award all our grants from the numerous funds we manage on behalf of statutory agencies, private donors, companies and local families. We are managing the Grassroots Grants Programme on behalf of the Cabinet Office of the Third Sector, overseen by the Community
Who can Grassroots Grants support?
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Awards are for not-for-profit voluntary or community groups, which are charitable in purpose and
are working for the benefit of people in Essex, Southend-on-Sea or Thurrock. Groups must
have been active in their local community for not less than 12 months and have an evidenced gross income of less than ?30,000 per annum, taken as an average for the last three financial years (or over the life of the group if less than three years old), be volunteer led (i.e. with largely volunteer based input) and have a governing document. Applications can be for new work or existing work that can clearly demonstrate benefits and outcomes to the group and in the
What can Grassroots Grants support?
; Purchase of capital items such as computer equipment, oven or furniture
; Costs of putting on a local event or workshop
; Staff costs to enable the employment of individuals
; Contribution to rent costs (related to activities/service delivery)
; Cost of attending a conference
; Training for volunteers (including committee members)
; Additional activities to expand an existing funded project
; Activities that support community activity
; Activities that meet an identified need in the local community
; Funding to support an organisation to achieve a quality or other standard relevant to their
; Membership/affiliation fees to local support providers
Who and What Grassroots Grants will NOT support?
; Projects that operate outside of Essex, Southend-on-Sea or Thurrock or benefit non
Essex, Southend-on-Sea or Thurrock residents
; Political activity - no grants can be made to any activity that may be party political in
intention, use or presentation
; Religious activity - no grants can be made to support or promote services or events
where the key purpose is to promote religious doctrine; mission or proselytism;
promotion of the beliefs of a particular faith (beyond basic religious/cultural
awareness raising); acquisition of religious artefacts or publications for the use of
followers in worship; building works or repairs designed to benefit the members of a
particular place of worship or religious organisation; the cost of supporting religious
personnel in their normal duties in their place of worship
; Statutory agencies including Parish Councils and Schools
; Commercial ventures
; Regional or local offices of a national organisation
; Contributions towards large General Appeals
; Organisations that are for the sole benefit or relief of animals or plants
; Retrospective Funding (i.e. grants for activities which have already taken place)
; Trips abroad
; Projects for the provision of services to asylum seekers when those services are
inconsistent with immigration laws or Home Office policy
; Organisations with an average annual income of over ?30,000
; Organisations operating for less than 12 months
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How much can I apply for and can I apply more than once?
The maximum any organisation can be awarded is ?5,000 over the life of the Grassroots Programme (July 2008 to March 2011) i.e. if you are awarded ?5,000 you will not be able to apply again.
; All Grassroots Grant payments MUST be spent and accounted for by 31.3.2011
Procedures are in place to ensure that organisations do not receive more than ?5,000 from
Grassroots Grants nationally.
Please call the Grants Team on 01245 356018 if you have any questions or see our website www.essexcommunityfoundation.org.uk for details of who you can contact for free support in
your area to aid you in the application process.
Supporting Information and Help
Your application cannot be assessed until we receive the signed application form and all supporting documentation. If your organisation does not have or cannot submit all of the
required documents please contact us on 01245 356018 so that we can signpost you to the free support available.
If you are able to include an email address within your application ECF will acknowledge receipt of your application via email. If you do not have e-mail, then you can call the Grants
Team on 01245 356018 to ask if your application has been received, please do allow at least one week after posting.
Please note it is not possible for Essex Community Foundation to return any
documentation. Therefore, please do not send original documents. We are happy to accept photocopies of the supporting documents.
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What information do you need to tell us?
Please answer all questions on the application form. We will not accept „see attached‟ unless the
information is to supplement your answer.
Section 2.1 - Please briefly outline the main activities of your organisation:
; Summarise what your organisation was set up to do and any services you provide
; Who or what do you benefit in the community (e.g. children, older people, rural issues,
Section 2.2 - Please tell us what you want a grant for:
; Be as specific as possible; ensure it is for identified activity, not part of a larger appeal
; Ensure you only apply for what you will be able to demonstrate will make a real impact
; Do not include financial detail here – see the finance section of the form
Section 2.3 to 2.8 – data is required for statistics and information only and your answers will not affect the decision of whether a grant is awarded, please select your current beneficiaries only.
Section 2.9 How do you know there is a need for this and why is it important to your
; How do you know that this activity is necessary/desirable?
; Has the project been requested by users of your group?
; How urgent is the need for this activity? Are you working with any other organisations?
; What are the consequences if you do not secure funding?
; Is the group / project open to the wider community: how will you publicise it?
Section 2.10 - When will your activity / project take place (e.g. from…to)?
; Allow for an assessment process
; We cannot pay for something that has already taken place (retrospective funding)
; All monies must be spent by 31.3.11
Section 2.11 - How will the project and funding be managed and how will you show us
the benefit the grant has made?
; What capacity, resources and knowledge do you have to deliver this project
; How do you address working with vulnerable people or children and young people?
; How will you keep track of your project and provide us with evidence of its impact?
Section 3.3 - Your organisation will need to have evidence that it has a bank account in the
organisation‟s name, with at least 3 authorised signatories, with the names provided on the application form.
Section 3.4 - Please give a detailed breakdown of the amount being requested
; Please provide a realistic breakdown based on known quotes and costs. Do not guess.
; Ensure you are covering full costs and include VAT where appropriate
; We will not consider an application that does not specify an amount.
; The assessment process will take into consideration value for money
; Grassroots grant monies must be spent by 31.3.11.
Section 4 - Referee
If the referee does not have an email address, they must give a telephone number on which we
can contact them during office hours. An application will be deemed incomplete if we are unable
to contact a referee within a week of the assessment date.
Section 5 – Essential Documents we cannot assess your application unless all of the
documents listed are attached.
FREE LOCAL SUPPORT IS AVAILABLE TO APPLICANTS
Details are on our website www.essexcommunityfoundation.org.uk
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What happens once I have submitted my Application Form?
Acknowledgement of receipt
Please note that we can only acknowledge receipt of applications by email, so please ensure an email address is included on the application form if possible. Email is also our preferred contact
method for requesting further information.
All applications received at the Foundation are subject to an assessment process. A Grants Assessor may contact you to discuss your application. Please ensure the person named on the application has knowledge about the project and will be happy to discuss it in further detail.
The Grassroots Grants Programme has a fast track assessment process:
; The deadline for applications to reach ECF office is 12.00 noon on 14.4.10 and 14.7.10.
If funding allows there may be additional rounds, these will be advertised on our website.
Applications deemed incomplete will be deferred to the following round, if applicable
; A decision will be made within 2 weeks of the deadline and a letter will be posted to you
confirming the outcome within 1 week of the decision.
; Cheques will be posted to successful applicants within 2 weeks of the decision (ie within
4 weeks of the deadline)
Under no circumstances may a grant be used for any purpose other than that defined on the application form and confirmed in the ECF letter approving the grant. Should you need to
request a change of use to any award made, you MUST contact Essex Community Foundation before committing any expenditure, failure to do so may result in the award being withdrawn and all monies returned.
All applications are assessed against the Grassroots Grants criteria. Those meeting eligibility are
then passed to a committee of Essex Community Foundation Trustees, who are responsible for the funds under their management and their decision is final. The amount of funding available is
restricted and therefore some applications may be unsuccessful.
We have to ensure that funding has been appropriately spent and therefore require monitoring information. A monitoring form will be posted to you with the letter confirming that your
application has been successful. It will ask you to report on the difference the grant has made to your group and beneficiaries. This must be returned at the end of the financial year in which the
grant was received or sooner if the project/activity is finished. Your project may also be subject to a monitoring visit and any audit requirements of the programme. You must retain and return with your monitoring copies of all receipts, invoices and all expenditure relating to your grants
including any capital items.
Without satisfactory completion of the monitoring form we will not be able to consider any further application to Essex Community Foundation.
Evaluation of the Grassroots Grants Programme
The Government wishes to assess the national impact of the Grassroots Grants Programme
and requests your assistance. You will be asked to complete two quick, simple questionnaires at the time you receive the cheque and after you have spent the grant. Essex Community
Foundation will collate the data for the Community Development Foundation, who will produce national analysis information. Your responses to the questionnaire will be
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Application form for Grassroots Grants up to ?5,000 for established organisations with an annual average gross income of less ?30,000, averaged over the last 3 years– please read the guidelines before completing this form.
Section 1: Organisation Details
Name of organisation:
Full address of
organisation (including full
Contact address if different
to organisation address
(including full postcode)
Target areas (e.g. town, village, district)
Contact Details: Contact 1 Contact 2 (Contact 1 should be the main Miss/Ms/Mrs/Mr Miss/Ms/Mrs/Mr contact who we can speak to during office hours about this application, contact 2 should be a committee member or trustee) Position in organisation:
Email address (We will confirm receipt of the application by email) Website (if applicable)
Charity Registration no. When did your organisation start?
(if applicable) (month and year)
How many people are Full-time paid Part-time paid Management Volunteers Members
involved in your staff staff Committee
We are sometimes asked by other funders to recommend projects for funding. Are you happy for us to pass this
application, if appropriate, to another potential funder for consideration without further reference to you? Please
tick the box below if you agree to us sharing your details:
I agree that Essex Community Foundation may discuss this application with another funder
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Section 2: Tell us about this application
2.1. Please briefly outline the main activities of your organisation:
2.2. Please tell us what you want a grant for:
2.3 Please tick what the money is for: New Work: Existing Work: 2.4 Approximately how many people will benefit from this grant?
2.5. Please tell us which age groups your work currently benefits (tick only the boxes that apply):
Early Years (0 – 4) Young Adults (19 - 25) Children (5 – 12) Adults (26 – 65) Young People (13 – 18) Seniors (65+)
Please tell us the main beneficiary group from the list above…………………
2.6. Please tell us who your work currently benefits (tick only the boxes that apply):
Children and Young People People with physical Carers
Adults People with mental health Local residents
Older People People with weight / obesity People in Rural areas
NEET (not in education, Alcohol / Drug addiction People in Urban areas employment or training)
Long term unemployed Homeless people Refugees / Asylum seekers
Disadvantaged / low income Ex offenders and prisoners Migrant workers
Lone parents Lesbian, gay, bi-sexual and Men
People with general health BME (black, minority, ethnic) Women issues groups
People with learning Families Others (Please describe) difficulties
Please tell us the main beneficiary group from the list above…………………
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2.7 Please tell us the ethnicity of people currently benefitting form your work (tick only the boxes that apply):
White - British Mixed – Black African and Asian or Asian British –
White Other Asian White – Irish Mixed – Asian and White Black or Black British -
Caribbean White – Eastern Europe Mixed – Other Mixed Black or Black British -
White – Gypsies & Asian or Asian British - Black or Black British – Travellers Indian Other Black White – Other white Asian or Asian British - Chinese or Other Ethnic
Pakistani Groups - Chinese Mixed – Black Caribbean Asian or Asian British - Chinese or Other Ethnic and White Bangladeshi Groups – Any Other
Please tell us the main beneficiary group from the list above…………………
2.8 Please tell us the area your work addresses by ticking the appropriate boxes in the tables below:
Arts and Culture Health and wellbeing Social Inclusion
Community Support and Housing Social Services and Development activities
Counselling /Advice IT /Technology Sport and Recreation /Mentoring
Crime Poverty and disadvantage Supporting family life
Disability and Access Racial and Cultural Transport issues issues Integration
Education and Training Religion Volunteering
Employment and labour Rural issues Other (please describe)
Environment /Recycling Social Enterprises
Please tell us the main beneficiary area from the list above…………………
2.9 How do you know there is a need for this and why is it important to your community?
2.10 When will your activity / project take place (e.g. from…to 31.3.11)?
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2.11 How will the project and funding be managed and how will you show us the benefit the grant has made?
Section 3: Financial Details
3.1 Have you ever received grant funding before from us or any other funder?
YES / NO
3.2 Have you, or are you applying to more than one Local Funder for a Grassroots Grant? YES / NO
If yes, please provide details:
Please note that you cannot receive more than ?5,000 from the Grassroots Grants England programme. If
you receive more than ?5,000 from one or more Local Funders you will have to return all Grassroots Grants
funding over ?5,000 to the relevant Local Funder(s).
3.3 If this application is successful, the grant cheque should be made payable to (organisation account name
– we do not pay individuals):
Please give the names and positions of the cheque signatories for the bank account:
3.4 Please detail the costs for which you are applying. If any of your costs do not fit into these headings
please list them in “other costs”. Tell us in the “description of costs” column what each item is and how much
it is costing. Include quotes for capital items and continue on a separate sheet if necessary.
TYPE OF COST DESCRIPTION OF COST COST ? (INCL VAT) Up to 31.3.11 Staff Costs
e.g. salaries, training, expenses
e.g. training, expenses
Operational / activity Costs
e.g. hire of equipment / venue
food / refreshments
Office, overhead, premises costs
e.g. rent, postage, telephone,
e.g. Computer equipment, other
equipment, improvements to
e.g. design & printing
Other Costs (please specify)
eg affiliation fees to local support
TOTAL GRANT REQUESTED ?
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