"Public Health Agency Southern Office GUIDELINES FOR COMPLETION OF THE FUNDING APPLICATION FORM SCHEME 2"
Public Health Agency (Southern Office) GUIDELINES FOR COMPLETION OF THE FUNDING APPLICATION FORM SCHEME 2 COMMUNITY ALLOTMENTS/GARDENS Closing Date: Friday 7th October 2011 @ 4pm Public Health Agency (Southern Office) Tower Hill Armagh BT61 9DR Telephone: (028) 3741 4640 / 4557 Website: www.publichealthagency.hscni.net Glossary of Terms/Definitions HSCB Health & Social Care Board PHA Public Health Agency HSS Trusts / Trusts Health & Social Care Trusts Acronym An abbreviation of the name of the organization LCG Local Commissioning Group NISRA Northern Ireland Statistics & Research Agency NINIS Northern Ireland Neighbourhood Information Service Outcomes Outcome measurement is the continuous measurement of the improvement in health or social well-being of the population targeted by the service. Outputs Outputs are the measure of the work produced or service delivered by an individual in a period of time. Impacts Impact studies aim to measure the longer term evaluation /assessment of the project effectiveness. AGM Annual General Meeting VAT Value Added Tax IT Information Technology The Public Health Agency Health & Social Care Board are committed to making information as accessible and equitable as possible and to promoting positive and meaningful dialogue with local people. ALTERNATIVE FORMATS In an effort to make information as accessible as possible, the guidance has been produced in Arial 14 pt. The guidance can also be made available in the following alternative formats: Large Print (size as required) Computer Disk Audio tape Translation For an alternative format or ADDITIONAL COPIES please contact: Mrs Alice Grey or Mrs Joan Porter Public Health Agency (Southern Area) Tower Hill Armagh BT61 9DR Telephone: (028) 3741 4640 / 4557 Fax: (028) 3741 4634 Email: email@example.com firstname.lastname@example.org Introduction The Public Health Agency Health and Social Care Board are committed to supporting a wide range of organisations that can effectively make a contribution to delivering on the key priorities of reducing health inequalities and promoting the long term health and social well-being of the population. These guidance notes explain to organisations, interested in making an application for funding, the following: Aims of the funding available; Criteria against which applications will be assessed; scale of funding available and the time period for allocation; Eligibility criteria for applications; and, Guidance on the type of information that should be provided under each question. Aims The Public Health Agency will focus on improving health and social well being and reducing inequalities in health in the Southern area. All of this work is underpinned by four key themes – 1. Give every child and young person the best start in life; 2. Ensure a decent standard of living for all; 3. Build sustainable communities; 4. Make healthy choices easier. The Public Health Agency (Southern Office) is inviting applications from community / voluntary groups based and working within the five district Council areas of Armagh, Banbridge, Craigavon, Dungannon & South Tyrone and Newry & Mourne. Applications must clearly demonstrate how they will address health and social well being in those most in need. Criteria for Assessing Applications Each application will be considered, marked and scored against a specific criteria i.e.: Under scheme 2 applicants should focus on: Building sustainable communities through the creation and development of community allotments/ community gardens. In addition applications should clearly demonstrate how they will: Addresses local need Demonstrates how people will benefit Provide evidence that beneficiaries have been consulted Demonstrates outputs / outcomes that are measurable Outlines key activities Demonstrates how the project addresses health inequalities and social inclusion Finance Specific scoring will be allocated to the financial information provided in relation to your organisation and how the grant will be used. Costs must appear reasonable, demonstrate value for money and be directly linked to the objectives of the proposal. Funding The maximum award for any single application under scheme 2 is £2,000 - £5,000. Please note: applicants who received funding in 2010/2011 for Community allotments/gardens in the Southern area, from the PHA which exceeded £2,000 will only be eligible to apply for a grant under scheme 1- maximum award £1,000. Project should be complete by 31st March 2012. Eligibility Criteria In order to be eligible for this funding, your group must: Have a constitution or set of rules which are dated and signed as adopted; Be able to enclose your most recent annual accounts (or, for new groups, a statement of income and expenditure). These must be signed as approved by an office holder; and Have approved financial controls in place as detailed in question 9 on the application form. We will not fund: General running costs which are not related to the specific project for which funding is sought; Applications from individuals; Endowments; Loan payments; Activities promoting political beliefs; Activities promoting religious beliefs, this does not preclude Faith Community Groups applying for activities related to the aims of the scheme; Costs already incurred (retrospective funding); Donations (to individuals, groups or charities); Fundraising events or activities; Building programmes; Affiliation or membership fees; and, Unreasonable costs. [Please note that the above list is not exhaustive. Additional exclusions can be added to the list, if deemed to be appropriate by the person responsible for overseeing the funding allocation. Any additional exclusion should, however, be notified to the appropriate Director] Guidance on Completing Questionnaire The application form is in two parts: Part A is about the Organisation or Group, its governance, procedures and size (questions 1 -9); PART B is about your project/proposal and the funding sought (questions 10-33). Part A - Your Organisation or Group, its governance, procedures and size Question 1 Details of your Organisation / Group Please provide the name in full of the organisation or group applying for the funding. (Put any acronym [abbreviation] used for your organisation in brackets after the full name) Contact Person Please provide the name of the main contact person in the organisation or group who will be responsible for the management of the proposed project and who will be most familiar with it and their address and contact details if different from the organisation. Contact Address Please provide the contact details for the organisation. Ensure that the full postcode is included. If you have a website please detail the address. Questions 2 – 6 are intended to provide to the funder with some Organisational history including type of organisation and size Question 2 How long has the applicant organisation/Group been established? Please detail when the organisation/group was constituted / set up. Question 3 Umbrella bodies If the applicant organisation is a branch of a larger organisation, please include the name of the parent/umbrella group. (eg Women’s Aid Federation is the umbrella group for various individual Women’s Aid Groups) Question 4 Type of Group Please refer to the categories detailed and indicate all those, which apply to your organisation: A statutory Organisation; Unregistered Charity, club, society or association, community based group or organisation; Organisation recognised by HM Revenue & Customs (previously known as the Inland Revenue) as Charitable for tax purposes; Charity registered in England or Scotland or Wales; or Charity registered with Charity Commission in NI. Confirm whether the organisation is registered for VAT and provide the charity/tax/registration number if applicable. Question 5 Scale of Organisation Please provide the numbers of employees and volunteers in your Organisation. Question 6 Aims and activities of the organisation Detail in no more than 250 words the main aims and activities of the Organisation including the general services the organisation provides. Specific detail about the proposal for which you are seeking funding is requested in Question 14 of the application form. Questions 7-9 need to be answered fully. These provide the funder with assurance regarding your organisations management, governance and financial control practices and procedures. Question 7 Financial Information A current bank account is an essential pre-requisite to progress the application. Please provide details of the bank account through which you intend to operate this project if you are successful. Question 8 Authorised signatories within your organisation Please detail the authorised financial signatories for your project. If any personal relationship between the signatories exists, please declare it. Question 9 Organisation Policies and Procedures 9a outlines all necessary Financial Procedures required before funding can be provided. You may have these requirements in a single financial procedures document. It is crucial that you state whether you have these adequate financial controls as outlined in question 32a, in place to allow for the appropriate financial management of the project. . If you answer No, and your application is successful, funding will not be awarded until these systems and procedures are in place. (See further guidance note regarding financial controls in Appendix 1 attached). 9B tell us how often you review these controls 9C is about IT security procedures 9D is a checklist of other organisational policies or statements that must be in place prior to any funding being issued. These will be a requirement in the terms and conditions of the contract that your organisation will be required to sign. PART B – About your Project & the Costs Question 10a Project Name 10a and10b Provide the name of the project to be funded. Your application must focus on: Building sustainable communities through the creation and development of community allotments/ community gardens 10b indicate the amount of funding your organisation is applying for. (between £2,000 - £5,000) Question Project location and geographic coverage 11 The PHA & HSCB is responsible for ensuring equity of access to services and therefore will need to understand where the services it funds are delivered. There are a number of geographic units which are routinely used in Health and Social Care. Northern Ireland is divided into 5 locality commissioning groups which are co-terminus with a number of district councils. It would be helpful if you could use these geographical units to locate the service and describe what population it is intended to serve. State where the project is based and try to profile the area you will cover with the project as clearly as possible. Identify the Local Commissioning Group area(s) (Southern LCG, Northern LCG, Western LCG, Belfast LCG, South Eastern LCG), the district council area(s) and ward(s). NISRA website can help to you to identify the locality profile, ward/district areas (www.nisra.gov.uk – click into NISRA information areas, then click Neighbourhood stats NINIS)- see attached map. Question Within a 400 word limit please tell us about the people 12 who will benefit from your project The Commissioners are responsible for targeting funding to specific population needs groups. Please indicate to which target population the service is aimed. Try where possible to profile your target population into the categories, male, female, age ranges, religious belief, disabled, those targeted in anti-poverty strategy, economically inactive (includes; retired people, unemployed people, students, people receiving sickness and/or other benefits and who are not working), Economically active (refers to people who are in employment) and / or target groups of people. Question Provide evidence that your project will address a local 13 need (word limit of 400) How has the need for this project been identified? What evidence base is there for the project? Please detail the process involved in identifying and establishing this need. What evidence do you have that this project is required? Have you carried out surveys or interviews for instance? Has the need emerged from research or from public meetings? Question About this project/proposal 14 Please remain within the word limit of 300 and within the space provided please summarise the project, clearly setting out the strategic aims and specific objectives of the initiative. Aims and objectives should be ‘SMART’: Specific Measurable Achievable Realistic Time-bounded Remember, these aims and objectives, and information from the actions and timescales in question 17 will be utilised to form the basis of performance indicators, to be set out in contracts/letters of offer for successful projects. Therefore, it is important that you are confident that you can deliver on them. While longer-term outcomes should be stated, outputs achievable within the one-year operation of the project should be clearly identified and tied into these. Question How does your project correspond to the priorities / 15 targets or specification for funding? Please advise us of which priority or theme(s) you are applying under. Please refer to the criteria or service specification issued in respect of this funding. In the space provided, you should clearly demonstrate why, how and the extent to which your proposal fits within the themed priorities / targets for the current year i.e. Building sustainable communities through the creation and development of community allotments/ community gardens If your proposal does not clearly fit within the criteria and/or meet the service specification issued for this funding, then it will be ineligible for funding under this programme. It is important that your project is seen to add value to this area of work, and that it brings tangible benefits and targets those most in need Question Detail the outcomes you hope to achieve through your 16 project and how these will be measured What specific outcomes do you believe your project will achieve? (ie what effect will the project have, the end result or consequences, Against these outcomes, please detail how you will collect evidence that these are being achieved. Question Describe the service you will deliver, detail the actions 17 Detail the actions your organisation will undertake to achieve the aims/objectives and indicate the proposed timescale. Complete the table of activities with the outputs. Please remember that the actions/activities you outline here need to relate to your project aims and objectives and as with question 14, will contribute to the formulation of your performance indicators. Question Start and Finish dates for the project 18 Projects must be able to deliver within the funding timeframe specified i.e. 31st March 2012. Please ensure that you provide realistic start and end dates for the project. Question Impacts beyond the funding award period 19 Outline the legacy the project is expected to have beyond the funding period, information here can include community capacity building Question How will this project avoid duplication 20 (a) Other similar Services What other similar services, projects and opportunities exist for your proposed target group? Have you ensured that the need is not being addressed, tackled by other groups or initiatives? Detail the added value this project will provide? (b) What will you do to make contact with providers of related services and ensure referrals to and from other providers? Outline your plans to connect with other providers of related services? Will they refer clients to your service and will you refer clients to other services? Question How will you address inequalities in health and social 21 exclusion? In this answer, applicants need to clearly demonstrate what steps they will take to address these issues. It is not sufficient to say that the project is open to everyone. What elements/factors will be built into the project to ensure that it is open and accessible? What extra effort is, or will be made to promote the project or initiative, to those hard to reach groups who may experience social exclusion? Will such individuals/groups have input into the project rather than possibly just being incidental beneficiaries? Question How have beneficiaries, or local people been (or will be) 22 involved in the design, implementation, management and delivery of the project? Outline the role that the beneficiaries, that is those receiving the services of the proposed project, or the wider community for that matter, have played in the development of this proposal. Did they articulate (clearly expressed) the need for the project? Did they have (or will have) a say in the design of the initiative? Are they, or will they be involved in the management or delivery of the project? How will their views on this project be taken into account? Question Have you addressed the sustainability of the project, or 23 developed an exit strategy? If so, please detail, if not explain why. Given that funding is time-bound, you need to demonstrate what happens to the project at the end of the funding period. Is it a specific initiative aimed at a particular need that can be fully addressed in the time period supported by the funding? Will it generate revenue and become self- sustaining? If so, tell us how this will work. Are there future sources of funding to maintain, or develop the initiative beyond the time period supported by this funding? Question Please indicate your experience in the management 24 and delivery of similar projects Applicants should highlight examples of similar projects that they have designed, managed and delivered in the past. Detail such projects and your collective or individual experience related to such initiatives. Reference could be made in this section, to: experience relating to project development promotion day-to-day management staff management budgetary control monitoring expertise etc Expertise and experience of staff / volunteers involved in the design, management and delivery of projects Clearly state if this is the first time your organisation/group will manage a project of this type and explain who and where you will seek advice, support and guidance to help you to manage and deliver this project. Question Please tell us about any risks or issues that you think 25 may impact on the running of the project. What actions do you intend to take to minimise known risks or to deal with other risks / uncertainties that may arise as the project develops. Question Please tell us about how you intend to share the 26 learning from this project with colleagues in the field of health and social well being, to influence policy and practice How does your organisation engage with other groups / statutory partners? What mechanisms / procedures do you have to share learning and information gleamed from projects through monitoring and evaluation which will help influence policy and practice in health and social well- being? How will you profile the service and its impacts? Question Partnership involvement, what is their 27 role/responsibility? Please detail partners involved in this project if appropriate. If you have partners, clearly state their role in the initiative/project. Question Other organisations involved in delivery this project? 28 Will any other organisation be involved in the direct delivery of the project? Will they help you recruit or identify beneficiaries? Will they be involved in the delivery/management of the project and if so how? Is there a formal written memorandum of agreement and/or contract, if so provide copy. Question Has your group previously received funding from the 29 Board, PHA or Health and Social Care Trust(s)? If you have received any form of funding through these bodies please detail this, including: project title, amount awarded funding source funding status- secured funding/awaiting confirmation timeframe over which it operated. Question Have you applied to any other agency for funding for 30 this project/proposal? Answer yes or no. Please indicate whether the organisation is currently seeking, or has recently received funding for this project from the Board, HSS Trusts or any other sources. Outline the status of any application made for funding in respect of the project. The status of the application tells us whether you have received funding or any other contributions in kind relating to this application. Question 31 Who is responsible for managing the finances of this project/service? Please tell us who we can contact/liaise with regard to project expenditure. Question 32 Breakdown of funding requested It is important to breakdown the project costs by item/element if possible. It is also necessary to provide a rationale for the cost you attribute to these items, e.g. tutor costs, room hire, mileage – breakdown the allowance per mile and expected number of miles, heat, light & power how are these calculated? Question 33 Referee for your Project/Service Please provide details of an independent referee who is willing to vouch for your organisation and its work. CHECKLIST You must ensure that you have enclosed along with the signed application the documents listed in the Checklist. Failure to submit any of these will result in your application automatically being rejected. Declaration REMEMBER TO SIGN THE APPLICATION! Two signatures are required from your organisation. The application must be signed by Chairperson, Chief Executive or most senior member and a trustee or senior colleague. The Commissioner reserves the right to reject any application that is incomplete. Completed Application Forms Completed Application Forms should be returned by: Friday 7th October 2011 @ 4pm FAO Mrs Alice Grey /Mrs Joan Porter Public Health Agency (Southern Area) Tower Hill Armagh BT61 9DR Emailed or faxed applications will not be accepted. Please remember to keep a copy of this application for your own use. If you require assistance in completing the application form there are a number of contacts listed below who are able to help you at this time. Name: Mr Fergal O Brien Job Title: Manager Promoting Wellbeing Team Southern Health & Social Care Trust (Newry & Mourne) Southern Health & Social Care Trust Tel: (028) 3083 4325 Email: Fergal.OBrien@southerntrust.hscni.net Name: Mr Miceal Mc Parland Job Title: Manager Promoting Wellbeing Team Southern Health & Social Care Trust (Craigavon & Banbridge) Tel: (028) 38344 973 Email: Miceal.McParland@southerntrust.hscni.net Name: Ms Donna Haughian Job Title: Community Development Worker Promoting Wellbeing Team Southern Health & Social Care Trust (Armagh & Dungannon) Tel: (028) 3741 2754 Email: Donna.Haughian@southerntrust.hscni.net Name: Mrs Alex Mc Meekin Job Title: Health Improvement Worker, Banbridge & Craigavon Councils Tel: 075 0077 2905 Email: email@example.com Name: Mrs Ciara Burke Job Title: Health Improvement Worker, Dungannon & Armagh Councils Tel: (028) 8772 0366 Email: firstname.lastname@example.org Name: Ms Nicola Doran Job Title: Health Improvement Worker, Newry & Mourne Tel: (028) 3031 3031 Email: email@example.com Name: Mr John Mc Guinness Job Title: Director Armagh, Banbridge Craigavon (ABC) Community Network Tel: (028) 38 392777 Email: firstname.lastname@example.org Name: Mrs Donna Stewart Job Title: Manager, Craigavon and Banbridge Volunteer Bureau Tel: 028 38 342741 Email: email@example.com Name: Ms Aisling Rennick Job Title: Investing for Health Officer – Newry/Mourne Tel: 3031 3031 Email: firstname.lastname@example.org Name: Ms Cathy Devlin Job Title: Investing for Health Officer – Craigavon/Banbridge Tel: 3831 2400 Email: email@example.com Name: Mrs Teresa Nugent Job Title: Newry Community Representative Tel: (028) 3086 1220 Email: firstname.lastname@example.org Name: Mrs Mary O’Neill Job Title: Dungannon Community Transport Tel: (028) 8772 9714 Email: email@example.com Name: Ms Ruth Cranston Job Title: TADA Rural Support Network Tel: (028) 3839 8888 Email: firstname.lastname@example.org Name: Lorraine Griffin & Lisa Wright Job Title: COSTA Tel: (028) 8555 6880 Email: email@example.com Appendix 1 Summary Statement of the Standards of Internal Financial Controls to which funded external Service Providers are required to adhere The following guidelines are intended to assist external Service Providers that are in receipt of funding from the HSCB/PHA to meet their requirements to have in place a sound system of financial and management controls i.e. proper procedures, controls, accounting records and supporting documentation in respect of funding provided by the HSCB/PHA. Bank Account / Cash Book The Service Provider shall operate a separate bank account in the name of the Service Provider (project). Funding in respect of the project shall only be paid into the official bank account of the Service Provider. Bank mandates must be formally approved by the Management Committee or Board. Payments from the bank account in respect this project/funding shall be on the signature of two nominated signatories who are Key Office Holders (Chairman and Secretary/Treasurer) appointed by the Service Provider in AGM. A cash book with details of all income received (including date, source and receipt number) and a summary of expenditure (including date, payee, nature and cheque/payment reference number) shall be maintained and reconciled to the bank statement on a monthly basis. This will be countersigned by the Treasurer/Secretary or Chairperson as evidence of the review. Payment of Salaries and Wages Either a manual or a computerised payroll system shall be maintained. This shall clearly show the amount of gross and net wages for each employee. All payments to staff shall be through the payroll and shall be in accordance with Legislation and Inland Revenue Regulations. A separate record of payments to the Inland Revenue for Tax and National Insurance shall also be maintained. Payment of Invoices All invoices paid by the Service Provider must be supported by original invoices, not photocopies, which shall be retained for inspection. Invoices shall be properly checked before payment. This shall include checking against delivery and purchase orders and where appropriate contracts for accuracy. Invoices should be approved by an appropriate staff member with delegated authority. VAT shall be accounted for in accordance with Revenue legislation and Customs and Excise Regulations Cheque Journal The Service Provider shall maintain a cheque journal, which includes the information necessary for the completion of financial claims to the HSCB/PHA. This may be done through the use of separate cost centres with a clear audit trail to the general ledger. Purchasing Procedures Service Providers shall ensure that the procurement in relation to projects complies with the requirements for quotations and tendering stipulated in guidelines available from the HSCB/PHA (known as the mini code). Maintenance of Records Bank mandates, statements and reconciliations shall be retained for audit inspection for the period stipulated by the HSCB/PHA. All records of income and expenditure shall be retained and filed in an orderly system with a clear audit trail to allow for audit inspection. Records shall be readily accessible for monitoring purposes. This will include, original invoices paid (not photocopies), receipts for cash transactions, such as petty cash expenses and any other documentation to support disbursements of money. Cancelled receipts and cancelled cheques should be retained. Security of Assets and Cash The Service Provider shall maintain a record of assets purchased (Asset Register), which will include the source of funding for each individual asset. This will enable assets to be returned to the appropriate ‘owner’ in the event of a project coming to an end. The Service Provider shall put in place proper cash handling procedures which shall include procedures to ensure cash boxes, cheque books and other financial documents are kept in a safe place and that appropriate responsibility and restrictions are laid down for access to the keys to any safe. Regular cash lodgements shall be made in order to keep amounts of ‘cash in hand’ to a minimum. Cash boxes etc., shall be locked away when not in use. A list of authorised cheque signatories should be maintained. Financial Management The Service Provider shall put in place and maintain systems for sound financial management including an appropriate budgetary control system. The Treasurer/Secretary or Chairperson shall review financial records on a monthly basis and shall present a financial report to the Management Committee, which will highlight any variances from forecasts and budgets. The Management Committee shall take immediate and appropriate action to address variances from agreed budgets. The HSCB/PHA shall be notified at an early stage of any non-compliance with the terms of the funding agreement. Reimbursement Claims to the HSCB/PHA The Service Provider shall adhere to the monitoring and evaluation timescales outlined in the Contract. Authorised claim forms and other financial returns shall be approved by the Treasurer/Secretary or Chairperson. Reimbursement Claims to the HSCB/PHA shall be supported by documentation as set out in the Contract or otherwise agreed with the HSCB/PHA. Fraud or Misappropriation Any suspected fraud or other financial irregularity shall be reported to the Funder, the Police and the HSCB/PHA at the earliest opportunity. IT Security Where a financial IT system is in operation, security and control procedures should be in place to ensure restricted access, integrity of data and information and secure storage and transmission of data. Examples of such controls include separate administrator and user access, system to change passwords regularly, virus guards and fire walls, and system recovery plans. These controls should be previous payment controls and should be exercised jointly when an on-line treasury function is in place. Other - Staff Persons responsible for financial transactions in the organisation should be properly trained. Contracts of employment should be in place for all staff employed and made available for inspection by the HSCB/PHA.