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SMALL GRANTS SCHEME GUIDANCE NOTES
Application Form with Notes
Before making an application, we advise that you take time to read the form and its notes
fully, taking care to ensure that your project meets our criteria.
These notes tell you things you need to know in relation to the overall scheme. You will
find useful notes throughout the form, which are designed to help you in your answers.
Please read these before starting to fill in the form, checking that your project meets all of
the requirements. Remember to complete section 5 to ensure that you include all the
necessary supporting information with your application. The application will not be taken
forward to a Panel meeting without all the required information; incomplete applications will
be put on hold until all information has been received.
Once received your application will be assessed and considered at the next appropriate
Panel meeting, which is held approximately every eight weeks. Please bear in mind that
we continue to receive a large number of eligible applications and competition for funds is
fierce. RSWT will keep you informed about your application’s progress, and when it is
likely to be considered by the Biffa Award Small Grants Scheme Panel. For further
information, please see our Step by Step guide.
ELIGIBILITY
Biffa Award’s Small Grants Scheme is aimed at groups that need small amounts of funding
to improve the quality of life in their community. Between £250 and £5,000 can be
awarded for projects that are within 10 miles of a Biffa Waste Services operation and a
landfill site (not necessarily owned by Biffa Waste Services). All projects must fit within
one of the four categories listed below.
For Northern Ireland applicants, projects are only required to be within 10 miles of a landfill
site (not necessarily owned by Biffa Waste Services).
You will find useful notes throughout the form, which are designed to help you in your
answers. Please read these before starting to fill in the form, checking that your project
meets all of the requirements and that you are able to supply all of the necessary
information.
The following list is not exhaustive but contains important details about what we do not
fund. We strongly advise that you check that your project meets our criteria and is eligible
for funding before you send in your application. Our criteria can also be found on our
website, or you may prefer to contact us directly on 01636 670000 / biffa-award@rswt.org.
BOM27 SGS Application Form Version 14 April 2012
We do not fund:
Core costs, i.e. management charges, salaries or running costs
Improvements to car parks, offices or services
Alterations to help an existing building meet Disability Discrimination Act
requirements
Items of personal kit or equipment, e.g. sports shirts, cricket gloves
Portable items, because these could in theory be moved away from the site
Fixed or moveable scoreboards/boxes
Projects that are purely for fencing
Projects in school buildings or grounds, or on allotments
Events, CDs, websites, publications and marketing materials
Purely fabric repairs, e.g. to bell towers, church spires, etc.
Enhancement of town or village centres, e.g. signage, seating, dog waste bins and
seasonal bulbs
Storage Containers
Solar panels
Projects based in Staffordshire. Biffa Award does not fund projects located within
Staffordshire. You may wish to contact Staffordshire Environmental Fund on 01785
811600 or email: info@staffs-environmental.co.uk to discuss funding opportunities
Please complete this form clearly and legibly, electronically or with black ink. The form
must be completed in full or it may be returned to you. If you apply for costs for any of the
above exclusions, your application form will also be returned to you.
If you need assistance in completing this form, require a copy in another format, or would
simply like to discuss your proposal, contact us: 01636 670000 / biffa-award@rswt.org.
If necessary, the Biffa Award Board may revise the amount of funding available. As soon
as any changes are known, we will post them on our website, or be in touch with you
directly if you have an application that is being considered by us.
THEMES
Cultural Facilities
As its primary purpose, a cultural facility will offer public access for recreation, interest and
education. It might be a theatre, gallery, museum, concert hall, arts or heritage centre,
lighthouse, windmill etc, open to the public for published periods each year and attracting
tourists or day visitors. The facility should be inclusive and inspire and promote learning,
creativity and participation. It should offer the widest, most appropriate forms of access to
the project site, collections, expertise and facilities whilst overcoming any physical,
intellectual, cultural and financial barriers its visitors may have. Local communities as
project beneficiaries should be able to enjoy, benefit and engage with the collections,
exhibits or performances taking place within such institutions as often as possible.
Community Buildings
Biffa Award aims to provide and improve community buildings to act as mechanisms for
recreation, sporting achievement, and community involvement. Priority is given to those
projects that can demonstrate an innovative use of a community amenity to enhance,
maintain or introduce real community led social, economic or environmental
improvements.
You must show what you have done to find out about the needs of the people who will
benefit from the project. For example, how has need for the project been established, how
do you know that there is a problem with the building, and can you demonstrate that the
fabric of the building is currently inadequate?
Applicants must also give details of any community consultation carried out. This could be
in the form of letters of support, a village design statement or parish plan. The evidence
should include consultation and analysis of the results as well as priorities for improvement
in the community. The community involvement should be widespread and include the full
diversity of possible beneficiaries.
Biffa Award will not fund work to help an existing facility meet the Disability Discrimination
Act. Applications for repair or maintenance of churches must be able to demonstrate
wider community benefit.
The Panel will give priority to projects that include energy saving measures or green
technology within the project plans. It will, however, not fund projects that are purely to
add green technologies to a current building or to replace a current system that is fully
functional, as the direct community benefit is limited and there are other grants available
specifically for that purpose.
Recreation
Examples of projects that fall under this category are green spaces, woodland walks,
nature reserves, play areas and community gardens.
You must show what you have done to find out about the needs of the people who will
benefit from the project. For example, how has need for the project been established?
Applicants must also give details of any community consultation carried out. This could be
in the form of letters of support or a questionnaire. The evidence should include
consultation and analysis of the results as well as priorities for improvement in the
community. The community involvement should be widespread and include the full
diversity of possible beneficiaries.
Rebuilding Biodiversity
Biodiversity is the variety of living things and includes all species of plants and animals and
the natural systems (or habitats) that support them. It is critically important that we protect
and enhance our environment so that it can adapt to threats such as climate change. With
many species and habitats under threat, key targets, or Biodiversity Action Plans, have
been developed. We will make a significant proportion of our funding available to increase
our support of projects that help to deliver these plans. We will want a list of habitat types
and species being conserved or protected. Projects which fall within this description
will be registered under the ENTRUST category DA.
The Panel will give preference to projects under this theme that have a strong element of
public access or inclusion, such as volunteer involvement.
To be eligible a project must lead to a direct improvement to a habitat or species; projects
that are purely for research will not be funded.
GLOSSARY
RSWT
Biffa Award is managed by the Royal Society of Wildlife Trusts. As well as operating as an
umbrella group for the 47 local Wildlife Trusts that have been formed across the UK,
RSWT has a dedicated Grants Unit that manages several different funds, covering a broad
environmental theme. The Unit does this on behalf of organisations, such as Biffa Waste
Services and the BIG Lottery Fund. For more information visit www.rswt.org
ENTRUST and Enrolled Bodies
Biffa Award’s money comes from landfill tax credits, reclaimed from the Government
through the Landfill Communities Fund (LCF). The LCF regulator, ENTRUST, ensures
that landfill tax credits are awarded and managed according to the Government’s
regulations. To be able to be awarded, and receive landfill tax credits, applicant
organisations must enrol with ENTRUST as an Enrolled Body (EB), however, Biffa Award
acts as the EB for organisations that are not already enrolled with ENTRUST.
Third Party Contributor
Third Party Contributor - Under LCF regulations, only 90 per cent of a grant can be paid by
us using landfill tax credits. The remaining 10 per cent needs to come from another
source. Biffa Waste Services will provide half of this 10 per cent amount for you;
therefore, you need to find another organisation or individual who is willing to contribute
the remaining 5 per cent. The 5 per cent is then paid to Biffa Waste Services, which
allows us to release 100 per cent of the grant to you. Third Party Contributions are
completely separate from match funding.
There are some regulations about who can provide this: your organisation can provide this
contribution as long as the money has not come from another Landfill Communities Fund
grant; anyone that will benefit financially from the works cannot provide this e.g. the
chosen contractor for the works. Further details about these regulations can be found on
the Entrust website www.entrust.org.uk.
BOM27 SGS Application Form Version 14 April 2012
SMALL GRANTS SCHEME
Grants Process – Step by Step Guide
Send in your completed application form with supporting information.
We can only accept applications on the correct form. Copies can be downloaded
1 from www.biffa-award.org. If you do not have internet access, or need the form in
another format, contact us on 01636 670000. There is no deadline – applications
can be submitted at any time.
2
Your application will be acknowledged within seven working days. Your regional
Grants Officer will contact you if any further information is required.
Your application will be presented to the Small Grants Panel at the next available
3 meeting. Dates are not published, but meetings are held approximately every
eight weeks. We will let you know of the Panel’s decision within seven working
days of the meeting.
You will have two months to meet any conditions set out in the Conditional Offer
Letter. Once all conditions have been met a Formal Offer Agreement and Bank
4
Details Form will be sent to you. These must be returned within seven working
days. When the forms have been returned and any conditions met, the first half of
the grant will be paid directly into your account and you can start work on the
project. Important - no expenditure can be incurred on the project before the formal
offer date.
Your project must be completed within one year. Upon completion you will need to
5 send us an End of Grant Report, a completed claim form and provide evidence of
expenditure so that we can pay the remaining half of the grant.
Biffa Award may undertake a monitoring site visit on the project once work has
6
commenced or after the project has been completed to ensure that the grant has
been spent as per the application.
BOM27 SGS Application Form Version 14 April 2012
SMALL GRANTS SCHEME APPLICATION FORM
For internal use:
SECTION 1 – TELL US ABOUT YOU AND YOUR ORGANISATION
Who should we contact regarding this application?
1.1 Name
1.2 Position in e.g. Committee
organisation Member, Secretary.
1.3 Name of If any contact details
organisation change, let us know as
soon as possible. We
1.4 Postal address use email where
possible.
Please ensure this
Postcode email is checked
regularly.
1.5 Daytime tel. no.
1.6 Email address
SECTION 2 – TELL US ABOUT YOUR PROJECT’S LOCATION
2.1 Location of project Your project must be
based at a specific
(with full postcode)
site. If a grant is
awarded, we may
carry out a site visit.
Full postcode
2.2 Please name the Unitary authorities:
local authority (LA) areas where one LA
is responsible for a
area for the project variety of services for
site and state a district that,
BOM27 SGS Application Form Version 14 April 2012
whether it is a elsewhere, might be
county or unitary administered by two
councils (ie. local and
authority county)
2.3 Please provide To be eligible, you
further details of the need to be able to
demonstrate that the
amenity, including general public have
how the public will access to the site for
use it: at least 104 days per
What are the year. This is
equivalent to at least
arrangements two full days or four
for public evenings per week.
access?
Please provide
details of
opening times
and key holders.
Who uses the
site?
Are there any
restrictions in
place ie
membership
requirements,
booking
process?
2.4 Does your Yes
organisation own No
the land on which
the project is sited?
If ‘NO’:
who owns the
land?
When does the
lease expire?
2.5 Who will operate the
amenity once the
project is complete?
2.6 Is there provision for
continued public
access after the
lease expires?
2.7 Please list all
contractors involved
in the undertaking of
this project (if any)
and let us know how
the local authority is
involved (if
applicable)
2.8 Please give details of your nearest landfill site (managed by any company)
Name of site To check this, visit
www.environment-
Full address of site agency.gov.uk/maps;
‘search for other
topics’ and select
‘landfill sites’ from the
Postcode ‘waste’ section.
Alternatively, contact
Distance between your local authority for
landfill site and your guidance.
project location
2.9 Please give details of your nearest Biffa operation (this may be the same as above)
Name of site You can check details
of your nearest Biffa
Distance between operation (not
operation and your necessarily a landfill
and project location site), and its distance
from your project, on
www.biffa-award.org.
Alternatively, contact
us and we will check
for you. Again, your
project must be within
10 miles of the site,
unless your project is
based in Northern
Ireland.
SECTION 3 – TELL US ABOUT YOUR PROJECT
3.1 Title of your project (six words maximum)
3.2 Please state the main aim of your project (50 words maximum)
3.3 Under which category does your project fit?
Activity Centre Public woodland
Bridleway/public footpath Sporting facilities
Canal works/waterways Village green
Community hall/centre Other
Library (if you have ticked this box please provide
Museum details below)
Nature Reserve
Park
Public playground
3.4 Please provide a detailed project description (300 words maximum)
3.4 Are you enrolled Yes All projects funded by
with ENTRUST? If Biffa Award have to
Registration no.: be registered with
so, please give
ENTRUST, the
details of your regulator of the
enrolment number No Landfill Communities
and project number, Fund (of which Biffa
if already Award is part).
registered? We will register your
project for you,
however, if your
project is already
registered please let
us know.
BOM27 SGS Application Form Version 14 April 2012
3.5 Does the project Yes
require planning No
permission?
If ‘YES’, please give Has a planning
details decision been
granted? If not, when
is a decision due?
3.6 Does the Yes You must have
organisation have suitable insurance for
No any items purchased
any insurance with Biffa Award
policies for this funding. In addition,
project? your organisation
may need public
liability insurance.
3.7 Proposed start date These dates may be
of project approximate. Work
must not start
3.8 How long will the before you have
project take to had an official grant
offer. We cannot
complete? fund work that has
already taken place.
3.9 How have you This will be through
identified a need for consultation with the
local community
this project? (surveys, meetings),
comparison with
similar facilities in the
area etc.
3.10 How many people For example: 1
currently use the person visiting the
site per year? facility 10 times per
year counts only as 1
user
3.11 How many people
do you anticipate
will use the site per
year on completion
of this project?
3.12 What is the current For example: 1
footfall of the site person visiting the
per year? facility 10 times in a
year counts as a
footfall of 10
3.13 Please estimate the
footfall of the site
per year once the
project has been
completed
3.14 How many schools
currently visit the
site per year?
3.15 How many school
visits will be
undertaken, at the
project site, per year
once the project is
complete?
3.16 How many
volunteers are
expected to help in
the delivery of this
project?
3.17 How many youth
volunteers will be
working on the
project and how
many youth
volunteering days
are created by this
project?
3.18 Please explain how For example, a new
your project will roof project might
protect the built, prevent water ingress
over a community
natural or social kitchen, providing
environment safety and protection
to facility users
3.19 How many hectares
will be worked on
through delivery of
this project?
3.20 How many metres
of footpath and/or
bridleways and/or
cycle paths you
intend to provide?
3.21 How many trees do
you intend to plant?
3.22 In question 3.1, you 1. Please answer these
told us the aims of in one concise
2. sentence for each
your project. 3. point.
Please list up to E.g. for a play area,
three main you might put:
outcomes you will 1. Purchase swing
need to carry out in 2. Install safety floor
order to deliver your covering
project. 3. Erect new swing
These points are
required for inclusion
in any formal offer of
funding we make to
successful applicants
3.23 Once your project is
completed:
what will be the
main benefit to
the community?
how will you
evaluate its
success?
how will you
continue to
maintain it?
3.24 How will the
amenity be
advertised (both on
unveiling and once
open) including any
websites etc?
SECTION 4 – REBUILDING BIODIVERSITY THEME APPLICATIONS ONLY
4.1 Please list all of For example: Fungi
the priority species (including lichens);
birds/ fish,
that this project is herptiles,terrestrial
looking to protect invertebrates,terrestrial
mammals, marine only
species, non-vascular
plants, vascular plants.
4.2 Please list all of For example: lowland
the priority habitats farmland, upland,
wetland, lakes &
that this project is ponds, rivers,
looking to protect woodland, urban &
brownfield, coastal,
marine
4.3 Please explain Please include details
briefly how this such as any Research,
Recording or
project will lead to Education or other
the conservation, activities involved.
restoration or Please advise if these
enhancement of works are outlined in
biodiversity. any Local Biodiversity
Action Plans (LBAPs).
4.4 Is the project If the work is taking
taking place on place on private land
we will need written
private land? confirmation from the
landowner that they
are happy for the
project works to be
undertaken on their
land.
4.5 Who is the LBAP If there is no lead
(Local Biodiversity partner for the LBAP,
please confirm this.
Action Plan)
designated lead
partner for the
priority species or
habitats?
4.6 Are you involving
the lead partner in
this work? If not,
why not?
4.7 Please estimate
the number of
priority habitats to
be conserved or
protected at the
project site
4.8 The estimated
number of priority
species that will be
conserved or
BOM27 SGS Application Form Version 14 April 2012
protected at the
project site
SECTION 5 – FUNDING FOR YOUR PROJECT
5.1 Total cost of project Maximum £10,000
5.2 Amount requested Maximum £5,000
from Biffa Award
5.3 Please provide a detailed breakdown of all expenditure for the project
Item Cost (£) Please attach two
quotations for items
likely to cost more
than £500 that are to
be funded by Biffa
Award.
5.4 From this Biffa Award prefers to
breakdown, please fund specific
elements of a project,
state which item/s if not the complete
you would like Biffa cost of works.
Award funding for
5.5 Have you applied to Yes
any other funding No
bodies for funding
towards this
project?
If ‘YES’, please give Name of funder Amount Result, if known,
details: requested or date when
result expected
5.6 If ‘NO’, please Yes
confirm whether you No
are using your own
reserves?
5.7 Please give details of your Third Party Contributor
Name of Third Party To calculate the Third
Party Contribution
required, divide the
Contact name amount you are
applying for by 0.98,
Full address and then divide by 20
to calculate 5% TPC.
E.g. For a £5,000
grant, the calculation
would be £5,000 ÷
0.98 = £5,102.04 ÷ 20
= 5% TPC of £255.10.
Postcode
Third Party Amount
SECTION 6 – SUPPORTING INFORMATION CHECKLIST
With this form, you need to send additional information to support your application.
Please tick this list to ensure that everything is included.
MANDATORY INFORMATION – if there is any information missing we will contact you
and your application may be delayed.
Signed copy of your organisation’s constitution / governing
document
Copy of your organisation’s signed accounts for the most
recent financial year
Evidence of community support (at least three letters and
results of other consultations, e.g. surveys)
Details of any hiring charges and/or admission fees,
including concessions
At least two quotations for any single item costing more than
£500
ADDITIONAL INFORMATION – these items should be provided if possible at this stage
but are not necessary in order for us to assess your application. Some may not apply to
your project.
ENTRUST enrolment letter or certificate
ENTRUST project registration letter
Signed copies of planning permission
Signed copy of lease agreement
Photographs, plans and/or drawings
Proof of other funding (letters of evidence from funders)
SECTION 7 - DECLARATION
This section must be completed and signed, or it will be returned. We can only accept
an original signature (not a scanned, photocopied or e-mailed version).
On behalf of ,
I apply for a grant of £ in respect of expenditure on
the project detailed above.
I declare that the project has at least the minimum amount of public access which is
104 days per year (equivalent to two full days per week or four evenings per week)
I declare that the information in this application is true. RSWT will use the information
provided (if awarded) to administer and analyse grants. It may give copies of all or
some of this information to individuals and organisations it consults with when
assessing applications and monitoring grants, such as Biffa Waste Services Ltd and
others involved in the Landfill Communities Fund. It may also share information with
government departments, organisations providing match funding and other
organisations and individuals with a legitimate interest. If your application is successful,
RSWT will use some of the details contained within the application in Biffa Award
publicity information. Your signature on this form is treated as confirmation that RSWT
or its agents may use the information you have supplied to us under the terms of the
Data Protection Act 1998.
Signed (original signature) ___________________________
Name (print) ____________________________________
Date ____________________________________
When you have completed the application and have gathered your supporting
information, please send a copy of the completed application form in electronic
format to apply@rswt.org and by post, along with your supporting documentation, to:
Biffa Award, Royal Society of Wildlife Trusts, The Kiln, Waterside, Mather Road,
Newark, Nottinghamshire, NG24 1WT
There are no deadlines. Once your application has been received, we will send you
an acknowledgement. Applications to the Small Grants Scheme are assessed by a
Grants Officer and considered at the next available meeting. Please allow up to
four months for a decision.
We try to ensure that funding is allocated fairly across the country and reserve the
right not to fund a project. If your project is not supported we will provide you with
feedback. However, the funding decision is final.
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