Enabling Grants from Hart District Council - Parish Plans  

Parish plan Funding - Guidance for applicants

Hart anticipates that parish plans will be prepared largely on the basis of voluntary efforts and contributions from within the community. However, in helping to enable the production of parish plans, Hart is making some limited funding available to community groups to assist with incidental costs or disbursements that are essentially incurred in enabling delivery of a parish plan.

Hart recognises that the voluntary and community organisations (VCOs) involved in parish plans are varied in size, scope and organisational capacity. As such, the level of funding available to each parish or community group will be proportionate to local circumstances and the current stage of their parish plan. i.e. development funding, seed-corn money to support start up costs or to enable expansion and strategic funding given to those that are well established, recognising their progress and supporting continued activities.

It is intended that the process of application for funds should be as simple as possible. However, it is important for the District Council to have a clear audit trail for any monies awarded to demonstrate that all applications have been considered fairly and equally.

Information required (see Application proforma):

Information about the applicant organisation (VCO): In many cases, this may be details of the Parish Council where this is the body that is responsible for any spending involved. Otherwise, the details of the community organisation or body which has taken on the patronage of a Parish Plan steering committee will be required.

Treasurer or authorised representative: Name and position of the individual nominated as treasurer for the parish plan steering committee in the Parish Council or VCO.

Estimate of monies applied for and an outline of objectives for the funds: Hart District Council has made funds available to assist with expenditure necessarily incurred during the process of producing the parish plan or its equivalent. This might include, for example, postage, stationery, venue hire, printing etc.

Details of anticipated or incurred expenditure should be provided to enable Hart to determine what level of assistance it may be able to provide. Applicants will be notified of the Council's decision in most cases within 3 weeks of receipt of the application. Where this is not possible, applicants will be contacted within 3 weeks to discuss the application.

Monies will only be paid on the basis of actual expenditure incurred, unless otherwise agreed in writing by The Council. The Treasurer should maintain clear records, supported by invoices, of any expenditure on which assistance is being claimed. These documents shall be submitted to the District Council in support of a claim for reimbursement. This will enable an audit trail assessment on value for money and to ensure the funds have been spent effectively.

Please note that Hart Council can not provide any assurance to reimburse any expenditure incurred unless this has been agreed in advance and in writing with the applicant.