village halls improvement scheme funding applications for...
TRANSCRIPT
Report Resources Committee 17 December 2009 3
VILLAGE HALLS IMPROVEMENT SCHEME FUNDING APPLICATIONS FOR 2009/10 (ROUND 2)
1. Reason for Report This report asks Members to consider funding applications to the Council’s Village Halls Improvement Scheme 2009/1 0 and minor improvements to the Selection Criteria for this Scheme.
2. Report Summary The VHlS budget is a revenue budget managed by Third Sector Support and has its own cost centre. 29 applications were received for round 2 in 2009/10. Recommendations for consideration today are listed in Appendix 1. Delegated awards and withdrawn applications are listed in Appendix 2. A minor change has been suggested to the VHIS Selection Criteria in Appendix 3.
3. Glossary of Terms CC (appendices) Cert acc (appendices)
CH (appendices) ECS Eligible/ineligible
Est (appendices) Max award (appendices) MH (appendices) MP (appendices) PH (appendices) Rec award (appendices)
Reserves
TSS VH (appendices) VHIS
Comm u n i ty cent re Certified accounts - accounts that have been examined and certified by an independent financial examiner Community hall Education & Community Services Able to be supported by VHIS, or not permissible for support Estimated The maximum amount that may be awarded from VHIS Memorial hall Moderating panel Public hall Award recommended by officers
All monies held by the applicant must be declared on the application form. Free reserves are monies that are not set aside for any particular purpose. Earmarked reserves are monies that are ring-fenced for a certain purpose e.g. insurance, utility bills, capital works. Third Sector Support Village hall Village Halls Improvement Scheme
Report Resources Committee 17 December 2009
4. Recommendations Members are asked to:
4.1
4.2 amended to include the supply and fit of fire-retardant curtains and fire-retardant blinds as eligible items for support at an intervention rate of 50%;
4.3 by the Director of Community & Customer Services using his delegated authority;
4.4
4.5 round 1 should be increased to reflect the change of VAT rate from 15% to 17.5% on 1 January 2010.
agree the recommendations for 11 applications as per Appendix 1;
agree that the Village Halls Improvement Scheme Selection Criteria should be
note the 15 applications in tables 1 and 2 of Appendix 2 that were approved
note the 3 withdrawn applications in table 3, Appendix 2; and
agree that the awards from the Village Halls Improvement Scheme 2009/10
5. Plan Links and Contribution Support for village halls fits well with the Council’s Corporate Plan 2007-201 1 themes of wealthier and fairer, healthier, safer and stronger, smarter and greener due to the wide range of activities undertaken and events hosted. Support for village halls also fits with the following objectives from the local Single Outcome Agreement: leading healthier lifestyles; supporting communities; improving participation and access to learning; reducing the region’s carbon footprint.
6. ResourcesNalue for Money Assessment 6.1 Value for Money Assessment: VHlS funding applications were scored by officers from TSS and Finance. Technical advice and site visits were sought from the Senior Technician Property and Clerks of Works where required. Scores were scrutinised by a Moderating Panel comprising the Service Leader Investment Management and Senior Technician Design Services, with support from the Voluntary Sector Funding Co-ordinator.
6.2 comply with Audit Scotland’s “Following the Public Pound” publication.
The appraisal and monitoring systems in place for VHlS assist the Council to
7. Risk Assessment 7.1 Conditions of Award before funding awards are paid. The Conditions state that where a building warrant or planning permission is required, the approval document(s) should be copied to the VHlS lead officer before works commence. Site inspections are carried out by the Clerk of Works as the works progress and on completion of each project. All match funding must be in place before a project commences. There are rigorous requirements for the submission of invoices before payments are authorised. These measures reduce the risk factor to the Council and to voluntary management committees.
Conditions of Award: All successful applicants must sign and return
7.2 comparable basis to facilitate best value assessment. It is very difficult to get
Quotes: 2 quotes are required for each part of the job, written on a
2
Report
Budget 200911 0
Minus 5% for technical support (see section 9.2) Minus awards agreed on 22/05/09 Add Victoria Hall, Kirkpatrick Fleming award (application withdrawn) BALANCE FOR CONSIDERATION ON 17/12/09
Officer recommendations on 17/12/09 Appendix 1 Delegated awards agreed Dec 2009 (Council owned & Council responsible for wind/waterproof) Appendix 2, table 1 Delegated awards agreed Dec 2009 (community owned & run or Council owned & voluntary hall committee responsible for wind/waterproof) Appendix 2, table 2 Balance
Resources Committee
f251,843 f 12,592 f69,453
f 16,664
f 186,462
f 87,283 f6,901
f 12,638
f 79,640
17 December 2009 3 contractors to visit village halls and to provide written quotes, despite the current economic recession. Where there is only one quote for a job, the Moderating Panel has carefully considered this with best value in mind.
7.3 Authorised Signatories: At ECS Committee on 24 June 2008 it was agreed that VHlS applicants must have a minimum of two authorised signatories who should be unrelated and this must be agreed and recorded within the organisation’s constitution.
8. Consultations The following have been consulted in the preparation of this report and are in agreement with the contents: Operations Manager Accountancy; Director Chief Executive Service; Area Managers; Principal Economic Regeneration Officer; Service Leader Estate Management; Project Manager Disability Discrimination Act; Service Leader Investment Property; Senior Technician Design Services.
9. Background 9.1
VHlS round 1 at Resources Committee on 22 May 2009, including an award of f 16,664 to Kirkpatrick Fleming Community Council for Victoria Hall. The Community Council withdrew this application on 4 September 2009 due to difficulties in raising match funding, and submitted a new application to round 2. The budget is summarised below.
Applications for VHIS 2009110: The closing date for round 2 was 30 September 2009 and 29 applications were received. 18 awards were agreed from . .
9.2 Budget Apportionment: At Resources Committee on 22 May 2009 the following budgetary split was agreed: 60% to voluntary management committees of halls that are owned by or entrusted to the local community and Council owned halls where voluntary management committees are responsible for keeping the premises wind/watertight, 35% to voluntary management committees of halls that are Council owned where the Council is responsible for keeping the premises wind/watertig ht and 5% for technical support.
Report Resources Committee 17 December 2009
9.3 certain level i.e. the grant award will be reduced if the total eligible cost is lower than the applicant originally estimated, or if a higher amount of match funding is raised. Applicants are aware that VHlS grant awards may be reduced if there is going to be a surplus of funding.
Level of Awards: The recommendations state that awards are ‘up to’ a
9.4 Costs in the Appendices: The estimated total costs are usually based on the lowest quotes, but in some instances the Moderating Panel may advise that a slightly higher quote is better value. VAT has been calculated at 17.5% because this rate will apply from 1 January 2010 and most projects will commence after that date.
10. Key Issues 10.1 Priority Listing: Projects have been categorised as priority 1 , 2 or 3 in line with Design Services’ definition of essential* repairs. Priority 1 is essential repairs and includes works to improve disability access; Priority 2 includes works such as internal refurbishment (e.g. toilets or kitchen); Priority 3 includes less essential works such as decoration or the purchase of large kitchen appliances.
* Essential repairs are classified as any compromise of the following: security of premises; wind and watertight; operation of facility; building services’ failure (heat/l ig ht).
10.2 Minimum Essential Requirements: The applicant must be a third sector organisation. The minimum essential requirements of a VHlS funding application are a constitution (signedldated on the day it was adopted) that is compliant with Council policy relating to minimum authorised signatories that are not connected; certified accounts that are no older than 2 years; 2 quotes for each part of the works; and a bank account. These requirements are publicised on the Council’s grants web pages, within the application guidance and the VHlS Selection Criteria.
10.3 VHlS Selection Criteria: The last year has provided evidence of a growing demand for financial support to purchase curtains. It is recommended that fire- retardant curtains are included in the VHlS Selection Criteria, with an intervention rate of 50%. The recommended changes have been highlighted at sections 2.5, 2.8 and 2.9 in Appendix 3.
10.4 Scheme of Delegation: At Resources Committee on 22 May 2009, it was agreed to remit to the Director Community & Customer Services to make awards of up to €3,000 from the Village Halls Improvement Scheme. Delegated awards are listed in Appendix 2, tables 1 and 2.
10.5 Deadline for Completion of Work: As most halls experience their busiest times during the winter, many hall management committees plan to carry out the work during the summer months. This means that many projects will be carried out in the financial year 2010/11 and this complies with VHlS Selection Criteria.
10.6 VAT Increase: The increase is detailed at section 9.4 of this report. The VAT change will increase the cost of projects that were approved from VHlS 2009/10 round 1. It is recommended that these awards are increased to reflect the higher VAT rate, where work is carried out and charged at the increased rate.
10.7 Decision Making: Decisions on awards are for Members to make at committee meetings called for this purpose. Officers make recommendations and
4
Report Resources Committee 17 December 2009 3 give reasons for their recommendations. If Members decide not to accept officer recommendations their reasons for doing so must be given at committee and recorded in the minutes. Decisions regarding awards may be challenged therefore decision making processes must be robust.
11.0 Options 11 .I scrutinised and approved by a Moderating Panel.
Approve the recommended awards in Appendix 1, as these have been
1 1.2 Reconsider some of the recommended awards in Appendix 1.
11.3 Approve the recommendation to support the supply and fit of fire-retardant curtains and blinds, at an intervention rate of 50%.
11.4 Consider an intervention rate of 70% for fire-retardant curtains and blinds.
11.5 Refuse to support the supply and fit of fire-retardant curtains and blinds.
1 1.6 Option 1 1.1 is recommended because professionals from Design Services and Property Services have been consulted, and are satisfied with the recommendations in Appendix 1. Applicants that are recommended for nil awards will be provided with comprehensive feedback and they will be able to apply to VHlS 201 0/11.
11.7 Option 11.3 is also recommended - at an intervention rate of 50% - because VHlS focuses on essential repairs at an intervention rate of 70% as per section 10.1 of this report.
Sheila B Armstrong Business Manager Community Services Community & Customer Services
Date of Report: 0211 1/09 Ref: 225-09
Justin Tracy Director of Community & Customer Services Community & Support Services Carruthers House Dumfries DGI 2HP
APPENDICES - 3
Background Papers 1. Village Halls Improvement Scheme Funding Applications for 2008109,
considered by ECS Committee on 24/06/08 2. Village Halls Improvement Scheme Funding Applications for 2009/10,
considered by Resources Committee on 22/05/09 3. Audit Scotland ‘Following the Public Pound’ - Controller of Audit’s report and
Accounts Commission’s findings, March 2004 4. The Audit of Best Value and Community Planning - Dumfries & Galloway
Council 2008
VILLAGE HALLS IMPROVEMENT SCHEME 2009110 - RECOMMENDED AWARDS FOR CONSIDERATION ON 17112109
f 171,958
APPENDIX 1
Priority 1 - replacement of floor in main hall. Reserves earmarked for running and refurbishment costs. Constitution not compliant with authorised signatories policy. Recommend up to f7,604 subject to receipt of a satisfactory constitution.
N.B. VAT has been calculated at 17.5% as this is the rate from 01/01/10. MP = Moderating Panel
f7.604
f20,000
f17.625
MAXIMUM AWARD IS f20,000 (dependent on total cost)
Community owned & run halls; or council owned and voluntary management committee is responsible for reDairs & maintenance.
f186,462 (available budget)
89%
87%
83%
f151,958
Priority 1 . Insulation roof space; plasterboard ceiling including stage; electricals; new roof; structural survey 8 plans/elevations. Reserves earmarked for running 8 refurbishment costs. Constitution not compliant with authorised signatories policy. Professionals are assisting the applicant. Recommend up to f20,000 subject to receipt of a satisfactory constitution.
17'082
Priority 1 . Central heating system. Plus emergency work carried out 8 paid for as the result of a fire: roof repair; new lighting; check electrical system; fit fire alarm panel 8 detector. Reserves earmarked for running 8 refurbishment
f 1 34*876 costs. Constitution not compliant with authorised signatories policy. Applicant requested more than the maximum award. Recommend up to f17,082 subject to satisfactory constitution.
!ST COST 0911 0
MAX AWARD
CERT ACC
REC AWARD BALANCE
VHIS I SCORE REQUESTED
AWARD 20oa109
COMMENTS !ESERVES
heat source pumps. Reserves earmarked for running 8
authorised signatories policy. Recommend up to f6,900 subject to receipt of a satisfactory constitution.
Glencairn Mem'l Institute. Moniaive (VHIS
yes, to 31 103109 ~8 ,205 NIA
N/A
f21,57€
f 1 2,36E yes, to 2008
Anderson MH, Crocketford (VHIS 39) f3,04E f7.604
yes, to 2008 f20 f20,OOC
f 17.08:
f2-345
~ 4 . 2 8 ~
NIA
N/A
f29,06;
f23.54( yes, to 31 103109
220-09
AWARD 2008109
f1 14,876
ZST COST 0911 0
Priorities 1, 2 8 3. Door repairs; toilet refurbishment; ceilings; fire doors; insulation; wet rot; re-lay floors; electrical work; plastering 8 painting. Reserves earmarked for running 8 refurbishment costs. Constitution not compliant with authorised signatories policy. No mention of architectural input or planning 8 building warrant fees. MP recommended that the award is conditional on the appointment of a professional project manager, and the applicant must check whether planning permission or a building warrant is required. Applicant requested more than the maximum award. Recommend award of up to f20,000 subject to receipt of satisfactory constitution; evidence of employment of a professional project manager (e.g. architect, surveyor or builder) and the names of the Council officers that were consulted regarding planning permission and building warrant.
AWARD REQUESTED Mm I
f1 14x876
REC AWARD
Priority 1. Construct small meeting room off main hall, relocate ladies' toilet, create toilet for people with disabilities. Reserves earmarked for running 8 refurbishment costs aparl from f 1.000 "unallocated". Constitution not compliant with authorised signatories policy. Poor application, with only 1 quote which is a "rough idea" of cost 8 is inadequate for this size of project. Building warrant required but not costed. Applicant requested more than the maximum award. Recommend nil award and provide applicant with feedback.
VHlS BALANCE I
f1 14'876
COMMENTS
Priority 1 - replacement of floor in main hall. Poor application form, completed by a third party. Applicant failed to declare reserves 8 Finance section scored 4 out of 62. Accounts not certified. Constitution not compliant with authorised signatories policy. Applicant still trying to raise match funding for VHlS 2008109 grant award. Applicant requested more than the maximum award. Recommend a nil award and provide applicant with feedback.
CERT ACC
yes, to 31/03/09
HALL !ESERVE$
f3,67:
SCORE
80% lictoria Hall, Kirkpatrick -1eming (VHIS 38) N/A f34.981 ao,ooa
rynron Parish Hall VHlS 30)
yes, to 31 /03/09 N/A f20,20C 76% f4,50l fC
-0charbriggs VH (VHIS $4)
f6,791 f4,70C 65% fl no fC
220-09
AWARD 2008109
f 1 14,876
!ST COST 0911 0
Priorities 1 8 3. New windows, interior decoration, fireproof blinds (blinds not eligible). Poor application form, completed by a third party. Applicant failed to declare f25,000 of reserves. Constitution not cornpliant. Very poor scores: 32 out of 96; 4 out of 62; 48 out of 110. Applicant requested more than the maximum award. Recommend nil award and provide applicant with feedback.
MAX AWARD
f4’935 f109’941
AMOUNT XEQUESTEO
Priority 2 - kerbinglsurfacing of car park. Only 1 quote. Reserves earmarked for runninglrefurbishment costs. Constitution not compliant with authorised signatories policy. Applicant requested more than the maximum award. Recommend up to f4,935 subject to receipt of a satisfactory constitution.
CERT ACC
f99’179
Priority 2 - refurbish existing toilets 8 create wheelchair access. Reserves earmarked for runninglrefurbishment costs. Advised applicant that handwritten accounts are not acceptable & should not be signed as “audited” when they have only been certified. Typed a/c provided. Constitution not compliant with authorised signatories policy, nor signedldated. Recommend up to f10,762 subject to receipt of a satisfactory constitution.
f99,179
Priority 2. Build accessible toilet, install new toilet, movelupgrade kitchen, install disabled access, new boiler, ”various“. Poor application, completed by a third party. Reserves earmarked for running & refurbishment costs. Constitution not compliant with authorised signatories policy. Accounts are too old, & not properly certified. 1 quote, not comprehensive enough to warrant a grant award. Applicant requested more than the maximum award. Recommend a nil award and provide applicant with feedback.
COMMENTS HALL SCORE !ESERVE!
NlA laxwell MH, Terregles dHlS 44)
yes, to !8/02/0S f6,65C f4.13! f8,30( f 1.93: 57%
PRIORITY 2
:losebum Recreation lall (VHIS 37)
Yes, to !5/1 OlOE
yes, to )1 I1 2/0€
more than 2 yrs old
f6,90( f4,811
nla
NlA
f7,05(
f 16,09’
f29.50(
f4,93!
f 10.76:
f20.001
f 137.70
87%
86%
67%
f1,15
f2,28
f2.37
;len of L u c e Cornmunit) lall (VHlS 35) f 10.76: f 10,762
I I
Lirkmahoe Parish Hall VHIS 43) f29.50( fO
I I
f87,2831 f99,179] f99,179 check balance
f33,79
f 251,843
f205,72 f 150.86:
Budget VHlS 2009l10 5% of total budget for technical support 60% for community ownedlrun halls 35% for council owned halls run by voluntary man. cttees 220-09
f 12,592 f 1 51 , 1 06 f88,145
HALL CERT REC
SCORE RESERVES ACC AWARD REQUESTED
AWARD ESTCOST MAX I 2008109 1 09\10 I AWARD COMMENTS
VHlS BALANCE
Technical support Awards from round 1
220-09
VILLAGE HALLS IMPROVEMENT SCHEME 2009/10 (awards for noting)
TABLE 1 -AWARDS MADE USING DIRECTOR OF COMMUNITY 8 CUSTOMER SERVICES' DELEGATED AUTHORITY
Council owned buildings and the maximum award is f2,500 (depending on total eligible cost)
f97'591
f96'442
APPENDIX 2 MP = Moderating Panel
(available budget if recommendations in Appendix 1 are agreed) f99.179
Priority 1 - new windows x 8. Council responsible for windlwaterproof & repairslmaintenance but no lease provided. No reason provided for reserves. Constitution not compliant with authorised signatories policy. Applicant requested more than maximum award. Recommend up to fl,588 subject to receipt of a satisfactory constitution.
Priority 1 - sand & varnish main hall floor. Council responsible for windhaterproof & repairslmaintenance but no lease provided. Reserves earmarked for running & refurbishment costs. Constitution not compliant with authorised signatories policy. Applicant requested more than maximum award. Recommend up to f1.149 subject to receipt of a satisfactory constitution.
f93.942
Priorities 2 & 3 -toilet cubicles & sanitary ware; paint internal corridor; small stairwell, girls' & boys' toilets. Council responsible for windhaterproof. Applicant responsible for internal repairs 8 maintenance. Service agreement expired March 2008. Reserves earmarked for internal decoration of whole building, refurbishment of toilets & janitor's reception area, running costs. Constitution not compliant with authorised signatories policy. Shortfall of f3.699 and unclear where this money will come from. Recommend award of up to f2,500 subject to receipt of a satisfactory constitution.
f93.278
Priority 2 - improve loft insulation. Council responsible for windhaterproof. Applicant responsible for internal repairs & maintenance. Current lease in place. Reserves earmarked for running and maintenance costs (toilet refurbishment is planned). Constitution not compliant with authorised signatories policy, & name of organisation is different to that on the application. Only 1 quote submitted, but Senior Technician Property undertook a site visit. Recommend up to f664 subject to receipt of a satisfactory constitution.
~~~
RESERVES :ERT ACC REC AWARD BALANCE I COMMENTS AWARD AMOUNT
REQUESTED SCORE
82%
82%
HALL
PRIORITY I 2008109
pplegarth Hall /HIS 47)
yes, to 31/05/09
yes, to 30/08/08
f2.50 f2.968 f 1.58;
f1.14'
N/A
ilenlochar CC JHlS 28) NIA f1.34 f4,700
PRIORITY 2
:astle Douglas CC (VHIS 36)
yes. to 31/08/08 f23.000 f2.501 N/A f2.50 86%
leathhall CC (VHII 29)
yes, to 30/09/08 NIA E66 84% f 7.439 f 66
AWARD 2008109 HALL 1
f93.278
Priorities 2 8.3. Ladies' & gents' toilet refurbishment 8 decoration. Council responsible for wind/waterproof 8 repairslmaintenance but no lease provided. Reserves earmarked for running & refurbishment costs. Constitution not compliant with authorised signatories policy. Discrepancies with answers re reserves 8. amount of funding to be provided by applicant. Applicant is unsure of amount of reserves held The cost of electrical work 8 tiling is not included in the application. No response from applicant when contacted by phone 8. e-mail to request further information. MP advised that some of these works will be carried out by the Council under the Disability Discrimination Act. Recommend a nil award and provide applicant with feedback.
PRIORITY 3
JHlS 48)
#takeford 8 8ummerville :ommunity lesource Centre
NIA lutton Hall CC JHlS 32)
NIA
NIA lutton Hall CC JHlS 32)
f 1,000
EST COST 0911 0
Priority 3 - painting exterior of building. Council responsible for windlwaterproof & repairslmaintenance, but no lease provided.
Recommend up to f1,000 subject to receipt of a satisfactory constitution.
f92.278 Constitution not compliant with authorised signatories policy.
f 16,512
f2,02(
f 3.201 f92,278 f 1.6001 f2,90C
Priority 3 - painting main hall, kitchen 8 toilets. Council responsible fo windlwaterproof & repairslmaintenance apart from decorating, but no lease provided. Constitution contains mention of authorised signatories policy but as this was not properly adopted. it is not compliant. Applicant did not complete question 2.6 re reserves therefore application should not be considered. Application scores: 51 out of 98 for technical checks; -6 out of 62 for finances; 54 out of 100 for lead ofticer section. Applicant requested more than maximum award. Recommend nil award and provide feedback to applicant.
SCORE
78%
83%
61 %
RESERVES
f 19,000- f21.000
f3,322
failed to irovide details
ZERT ACC
yes, to 31 108/08
yes, to 30/09/08
yes, to 30/04109
COMMENTS
fO
fO
f33,297 f11,Oll f 13,406 f6,901 f92,278 balance f92,278 check balance
TABLE 2 -AWARDS MADE USING DIRECTOR OF COMMUNITY &CUSTOMER SERVICES DELEGATED AUTHORITY Community owned 8 run halls; or Council owned 8 voluntary management committee is responsible for repairs 8 maintenance.
f9'818
f92,278 (available budget)
yes, to 31/08/09
HALL
f2'100
f2.733
PRIORITY 1
Priority 1. Roof repairs Reserves earmarked for running 8 refurbishment costs. Constitution not compliant with authorised
f88'546 signatories policy. Recommend up to €2,100 subject to receipt of a satisfactory constitution.
Priority 1. Roof repairs, replace main hall floor, install under-floor insulation. Reserves earmarked for running 8 refurbishment costs.
Recommend up to f2,733 subject to receipt of a satisfactory constitution.
f85.813 Constitution not compliant with authorised signatories policy.
!oyal Four Towns lall. Hightae (VHIS 5)
f2'800
ilenriddell Hall, mmore (VHlS 22:
yes, to 31/12/08
'atrick Dudgeon 1H (VHIS 21)
5'466
f3,204
.irkpatrick Durham :H (VHIS 20)
yes, to 30/09/08
yes, to 31/03/09 .eir VH (VHIS 23)
f83'858 f 1,955
lurisdeer VH (VHIS 7)
Priorities 1 8 3. Sanding, marking 8 sealing hall floor; Non-slip flooring to ladies' and gents' toilets. Reserves earmarked for running 8 refurbishment costs. Constitution not cornpliant with authorised signatories policy. Applicant requested more than the maximum award. Recommend up to f1,955 subject to receipt of a satisfactory constitution.
AWARD 2008109
fl,470
NIA
Priority 1. Repair 8 re-point chimney breast on hall roof. Reserves earmarked for running 8 refurbishment costs. Constitution not
more than maximum award. Recommend up to f1,470 subject to receipt of a satisfactory constitution.
f82.388 compliant with authorised signatories policy. Applicant requested
N/A
f80'576
NIA
Priorities 1 8 3. Repair fascia boards, paint exterior woodwork 8 interior windows, structural survey. Reserves earmarked for running costs. Constitution not compliant with authorised signatories policy. Only 1 quote for each part of the project but MP satisfied with these. Recommend up to f1,812 subject to receipt of a satisfactory constitution.
NIA
N/A
N/A
I RESERVES CERT ACC I t
f3,300 31/12/2008 T COMMENTS
Priority 1 - replace oil fired boiler 8 oil fired storage tank with kerosene
running 8 refurbishment costs. Constitution is satisfactory. Recommend up to f1,632.
El ,632
f1.812
PRIORITY 2 F yes' to
09 Westerkirk Ex- Servicemen's PH (VHIS 24)
Priority 2. Replace interior doors. re-line ceiling &walls. Reserves
satisfactory. Recommend up to f936. f936 f79.640 earmarked for running 8 refurbishment costs. Constitution
Borgue Public Hall (VHIS 31)
fo
f 1,500
Priority 3 - interior 8 exterior painting, removal of roof lichen, replacement of some roof tiles. Reserves earmarked for running costs. Trust Deed not compliant with authorised signatories policy. Applicant would have gained a higher score if q5, supporting
f79'640 information, had been answered. Events list shows a very low level oi activity at the hall. Applicant requested more than the maximum award. Recommend a nil award and provide applicant with feedback.
NIA
f25,859 f16,677 f 16,919
yes, to 31/03/08
f 12,638 f79,640 f79,640 check balance
TABLE 3: WITHDRAWN APPLICATIONS
nla
HALL
Priority 1. Remove & replace asbestos roof; fascias; gutters; drop- pipes; repairs doors & surrounds; sandstone splash back. No explanation for reserves, but evident from applic’n these will be used as match funding. Constitution not compliant with authorised signatories policy. MP advised this is too big a project to be based on 1 quote, &there were anomalies within the quote. Requested 2 other quotes, noting that specialist contractors are required to handle asbestos. MP noted that electrical work, woodwork treatment,painter- work, building warrant 8 planning permission had not been costed. MP recommended that professional consultants should be asked to survey the building. Applicant withdrew the application on 13/11/0! - insufficient time to comply with MP requests. The applicant has been provided with written feedback.
EST COST 09/10
nla
AWARD REQUESTED Mm I
Priority 3. Decorate the main hall, unisex toilets and main hall toilets. Council owned building with Council responsible for windlwaterproof & repairslmaintenance (but no lease submitted). Reserves earmarked for running costs. Constitution not compliant with authorised signatories policy. MP requested various information. Application withdrawn on 13/11/09 due to “situations which have ... had an impact on their financial position”. The applicant has been provided with written feedback.
.
RE( AWAl BALANCE
VHIS I AWARD 20oa109
SCORE RESERVES 2ERT ACC COMMENTS
yes, to 30109/09 :reca VH (VHIS 41 N/A f42.301 nla f7,03‘
ieorgetown CC JHlS 33) E 721 nla f5.128 no NIA
NIA
Priority 3. Fire retardant 8 sound-reducing curtains. Council responsible for windlwaterproof 8 repairslmaintenance but no lease provided. Reserves earmarked for running costs (incl Youth Development Co-ordinator% salary) & events. Constitution not compliant with authorised signatories policy. Applicant requested more than the maximum award. Application withdrawn on 25/11/09 due to difficulty in raising the match funding. The applicant has been provided with written feedback.
nla iummerhill CC JHlS 42)
yes, to 31 I1 0108 f3,15 79% f9.015
f46,154 f21,927 f 32,500
3 APPENDIX 3
VILLAGE HALLS IMPROVEMENT SCHEME: SELECTION CRITERIA It3
Dumfries & Galloway
EXPLANATION OF WORDS AND ABBREVIATIONS
cvs
Eligible cost or total eligible cost
Essentiallless essential repairs
Ineligible cost
Intervention rate
Lead officer
Match funding
Third sector
Third Sector Support
VHlS
Council of Voluntary Service
Project costs that can be financially supported by VHIS. See Section 2.
See Section 2 for further details.
Project costs that VHlS will not support e.g. design fees, small kitchen appliances, computer equipment. See Section 3.
The percentage of the total eligible cost of a project that VHlS will provide. See Section 2.
A Council officer that acts as the main contact for each funding application. For village halls the lead officer at the time of writing is the Business Manager Community Services.
If you receive a VHlS grant award, you will need to raise the rest of the money needed to finish the project - the rest of the money is called your match funding. See Section 5 for further details.
Scottish Government term for voluntary and community organisations.
The Council team that co-ordinates funding applications from the third sector.
The Council’s Village Halls Improvement Scheme.
1.0 WHAT TYPE OF ORGANISATION CAN APPLY TO VHIS?
1 .I the community OR entrusted to the community AND run by a voluntary management committee on behalf of the community. This includes Council owned community centres and halls in Dumfries & Galloway that are run by voluntary management committees on behalf of the community, where the voluntary management committees are responsible for keeping the premises wind and watertight. There should be a written management agreement clarifying who is responsible for keeping the premises wind and watertight. The body that is responsible for keeping the building wind and watertight should apply for funding. 60% of the budget will be ring-fenced for this type of applicant. See section 2 for intervention rates and the maximum award.
Village halls and community centres in Dumfries & Galloway that are owned by
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1.2 Council owned community centres and halls in Dumfries & Galloway that are run by voluntary management committees on behalf of the community, where the Council is responsible for keeping the premises wind and watertight. The voluntary management committees should apply for funding. There should be a written management agreement clarifying who is responsible for keeping the premises wind and watertight. 35% of the budget will be ring-fenced for this type of applicant. See section 2 for intervention rates and the maximum award.
1.3 available for hire (at a reasonable rate) by any individual member of the community or any community group.
The premises should operate as a community facility. That means they are
1.4 other sources of funding for related or unrelated activities; and provide evidence that they have insufficient funds to pay for the work themselves.
Finance: All applicants should declare the total extent of their finances; all
1.5 All applicants must have a formal constitution (set of rules) that was signed and dated on the day of adoption; a bank account and be able to provide their most recent set of independently examined and certified yearly accounts. Some applicants may have a trust deed or memorandum & articles instead of a constitution.
1.6 connected. This should be written into the constitution. The Charities and Trustee Investment (Scotland) Act 2005 defines “connected” as:
Applicants must have a minimum of 2 authorised signatories who are not
“Any person to whom the [signatory] is married, is the civil partner of the [signatory] or with whom the [signatory] is living as husband and wife or, where the [signatory] and the other person are of the same sex, in an equivalent relationship.
e Any child, parent, grandchild, grandparent, brother or sister of the [signatory] (and any spouse of any such person)
e For the purposes of the above, a person who is another person’s stepchild or brought up or treated by another person as if the person were a child of the other person, is to be treated as that other person’s child.”
Sunnested wording for the constitution/memorandum & articles is “There should be a minimum of two authorised signatories who are not connected, as per the definition of ‘connected’ within the Charities & Trustee Investment (Scotland) Act 2005. I’ Of course, management committees may need to add more to this clause to reflect their individual circumstances.
1.7 and articles, the following are acceptable alternatives:
Where a legal fee may be incurred for changing a trust deed or memorandum
e A copy of a financial protocol that has been agreed by the voluntary management committee - financial protocol to be signed and dated by a minimum of two authorised signatories; AND
e A copy of minutes of meeting where financial protocol was agreed and minuted.
A template for a financial protocol is available from www.dumaal.aov.uk/arants or by contacting Third Sector Support.
1.8 considered.
The above list is not exhaustive and each individual case will be carefully
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2.0 WHAT DO WE FUND? 3 2.1 In terms of capital works under VHlS the Council operates a two tier system of essential repairs (Priority 1) and less essential repairs (Priority 2). Priority 3 provides support for decoration, large kitchen appliances etc.
2.2 Capital Works - Essential Repairs or Improvements (Priority 1):
An essential repair occurs when ONE or more of the following are compromised: 0 Security of premises 0 Windlwatertight 0 Operation of the premises (ability for the premises to be used by the
management committee or for any other purpose) 0 Building services (heatingllightinglwater) 0 Compliance with statutory obligations e.g. Disability Discrimination Act or health
or building safety legislation. The work must be managed and installed by a suitably qualified person or persons.
2.3 Some Examples of Essential Repairs/lmprovements (Prioritv 1): roof or window repairsheplacement; pointing; rewiring or other electrical work; replacement heating system; new external doors, installation of ramps or hand-rails; maintenancelvarnishing of interior floors.
Professional fees associated with the capital project for which you are applying to VHlS e.g. the cost of plans, planning consent, building warrant, condition surveys, project management. Professional fees have a Priority I status because the project cannot proceed without them. The cost of items such as condition surveys and building warrants is the only type of cost that will be paid retrospectively as these are usually carried out while the project is being developed.
2.4 toilet or kitchen refurbishment; repairs to interior walls due to water damage (may be Priority 1 if damage is particularly bad).
Some Examples of Less Essential Repairsllmprovements (Priority 2):
2.5 (materials and labour); large kitchen appliances (only where part of a kitchen refurbishment project) supply and fit fire-retardant curtains or fire-retardant blinds.
Some Examples of Priority 3 Improvements: internal or external painting
2.6 VAT is eligible for support and should be included in the project costs.
2.7 and/or consultation with the appropriate technical advisor will be used to determine whether the work is essential or non-essential.
Information from the site visit, the lead officer’s knowledge of the premises
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2.8 Intervention RateslMaximum Award (applicants in section 1 . I )
The intervention rate for CAPITAL WORKS is 70% of the total eligible cost of the project.
The intervention rate for the labour and materials associated with I NTE R I0 R/EXTE R I0 R PAI NT I N G
is 50% of the total eligible cost.
The intervention rate for LARGER KITCHEN APPLIANCES,
is 50% of the total eligible cost.
The maximum award is f20,OOO.
2.9 Centres and Halls where the Council is Responsible for Keeping the Premises Wind and Watertight (applicants in section 1.2)
Intervention RateslMaximum Award for Council Owned Community
The intervention rate for CAPITAL WORKS is 70% of the total eligible cost of the project.
The intervention rate for the labour and materials associated with INTERIOR/EXTERIOR PAINTING is 50% of the total eligible cost.
The intervention rate for LARGER KITCHEN APPLIANCES,
is 50% of the total eligible cost.
The maximum award for Council owned community centres and halls where the Council is responsible for
keeping the premises wind and watertight is f2 ,500.
3.0 WHAT WE WILL NOT FUND
3.1 0 Church halls unless the church hall is the only community resource. 0 Sports clubs, unless these premises are available for hire by any individual
community member or any community group. 0 Council owned community centres and halls that are run by the Council rather
than a voluntary management committee.
0 Computer equipment. 0 Floor coverings such as carpets or vinyl flooring (unless these are required as
part of a project that is the subject of a VHlS application e.g. kitchen or toilet refurbishment) .
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e
e
e
e
e
e
3.2
Furniture and equipment such as tables, chairs, portable heaters and white goods such as cookers, fridges and microwaves. However, larger kitchen appliances such as cookers and fridges are eligible IF they are part of a kitchen refurbishment that is the subject of a VHlS application. The purchase of land. Sports equipment. Non-essential works such as decorative murals.
Running costs (core costs) such as salaries, insurance, stationery, postage, photocopying, advertising, heating or water rates.
Applicants that received a grant award of f7,000 or more during any financial year may not apply to VHlS the following financial year. (For example, if an award of f7,000 were made in 2009110, the applicant could not apply for other funding from VHlS until 201 1/12).
The above list is not exhaustive and each individual case will be carefully considered.
................................................................................................................. 4.0 HOW MUCH FUNDING IS AVAILABLE?
4.1 financial year is around f250,OOO. Applicants are advised not to rely on receiving the full amount requested from VHlS - even if your project scores highly, there may be insufficient budget to cover all of the funding requests.
At the time of writing the total VHlS budget for Dumfries & Galloway each
4.2 to’ means that the grant award will reduce, if the total eligible cost is lower than originally estimated. That is, if the total eligible cost is &than forecast, the grant award is restricted to the percentage quoted as an intervention rate in Section 2. If the final cost is higher than forecast, the applicant organisation is responsible for meeting the extra cost.
The maximum grant award is ‘up to’ the percentages quoted in Section 2. ‘Up
4.3 Maximum grant awards are detailed in section 2.
4.4 repairs/improvements. 5% of the total annual budget will be reserved to pay for some of the costs associated with site visits and technical advice provided by Council officers such as the lead officer for VHIS, Service Manager Property or Clerk of Works, and the purchase of VHlS plaques.
Due to a high level of demand on the VHlS budget, the focus is on essential
4.5 The whole of the VHlS budget is usually allocated at the annual decision making meeting in May or June. If you need assistance to pay for repairs outwith the time that VHlS is open for applications, please telephone to discuss this with the contact at the end of this document.
4.6 funding in the form of bank statements and award letters from other funding bodies, should be submitted to the VHlS lead officer BEFORE work commences.
For projects with a total eligible cost of f3,000 or more, evidence of match
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5.0 MATCH FUNDING - HOW MUCH MONEY DO YOU NEED TO PROVIDE?
5.1 Capital Works (Essential & Less Essential Repairsllmprovements): Applicants should contribute a minimum of 30% of the total eligible cost of the project. This may be funds that you have raised yourselves and money from other external funding bodies. If the project includes work that merits 50% intervention e.g. painting, decoration or large white goods, the quotes must include separate prices for capital works and painting, decoration or large kitchen appliances.
5.2 the total eligible cost of the labour and materials. If the project includes work that merits 70% intervention e.g. new heating system, the quotes must include separate prices for painting, decoration, large kitchen appliances and capital works.
InteriorlExterior Painting: Applicants should contribute a minimum of 50% of
5.3 most appropriate Council budget unless they are applying for items that are not eligible under VHIS. For example, applicants should apply to their local Area Committee for financial assistance to purchase tables and chairs because these are ineligible under VHIS. If in doubt as to whether you should apply to VHlS or to an Area Committee, telephone the contact at the end of this document.
Which Budnet Should We Apply To? Applicants must apply to VHlS as the
Visit our grants miniweb for up to date information on other sources of funding: www. d u maa I. cl ov . u k/a rants
OR consult with your contact within the Council’s Community Learning & Development Service OR Economic Regeneration & Europe;
OR your local Council of Voluntary Service.
................................................................................................................. 6.0 RESERVES
6.1 Earmarked reserves are monies kept for a specific purpose such as utility bills, insurance or capital works. Capital works are repairs, maintenance or improvements to your premises. We do recognise that you have to earmark (set aside) a certain amount of money for your running costs.
You must declare ALL of the monies held by, or on behalf of, your organisation.
6.2 reserves will be taken into account only if the amount of free reserves is greater than 30% of the total capital works costs (or 50% with regard to interiodexterior decoration or large kitchen appliances).
Free reserves are monies that are NOT being saved for any reason. Free
................................................................................................................. 7.0 HOW WILL MY FUNDING APPLICATION BE PROCESSED?
7.1 VHlS lead officer will visit your hall if she has not visited in the past.
All VHlS funding applications are co-ordinated by Third Sector Support. The
7.2 for village halls. The lead officer recommends how much grant should be awarded.
Each application is scored by 3 Council officers, one of whom is the lead officer
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3 7.3 panel may change the lead officer’s recommendations if necessary.
A moderating panel examines the scoring and recommendations, and this
7.4 The final recommendations are presented to the appropriate committee, currently Resources Committee, where elected Members (Councillors) make the final decisions.
................................................................................................................. 8.0 WHEN DOES THE WORK HAVE TO BE COMPLETED?
8.1 which they were awarded. Normally grant awards would be approved in May or June, which means that projects should be completed by the end of the following March. The Council’s financial year runs from 1 April to 31 March. If grant approval is given in ApriVMay 2009, ideally the project should be completed before the end of March 2010.
Ideally grant awards should be claimed by the end of the financial year within
8.2 grant award into a second year if there have been reasonable delays, and in that case the project should be completed by the end of the second financial year. For example, if approval is given in ApriVMay 2009, the deadline for completion is before the end of March 201 1. If final invoices have not been submitted within this period, the Council reserves the right to withdraw some or all of the grant award.
However, the hall management committee may ask permission to transfer the
8.3 reserves the right to request repayment of funding.
Where a project has commenced but not finished within two years, the Council
8.4 Change of use of VHlS award: In exceptional circumstances, you may wish to use your VHlS grant award for different works to those described on your original application form. In that case you need to negotiate this change of use with the VHlS lead officer, who may consult with appropriate colleagues such as a Clerk of Works if required.
................................................................................................................. 9.0 HOW WILL THE GRANT AWARD BE PAID?
9.1 of this report and to the VHIS Grant Conditions at www.dumgal.gov.uk/grants. This council grants website also provides details of other sources of funding.
This depends on how much you have been awarded. Please refer to Section 2
9.2 This means that all works must be completed before the next project is commenced and grant instalments will not be released until the previous project has finished and the final grant payment has been made.
Projects that receive funding support from VHlS may run concurrently.
................................................................................................................. 10.0 APPLICATION FORMS INCLUDING GUIDANCE NOTES
10.1 If you are not sure what we require on the funding application form, please contact the Business Manager Community Services (see details at the end of this document) or the Voluntary Sector Funding Co-ordinator (same e-mail address as Business Manager, or telephone 01 387 260 437).
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10.2 Your Community Development Worker, Economic Regeneration Officer or local Council of Voluntary Service may be able to assist you in completing the form.
The Council’s DG Direct on 0303 333 3000 can put you through to a Community Development Worker or Economic Regeneration Officer.
Contact details for local CVS:
0 Annandale & Eskdale CVS 01387 810 974 0 Nithsdale CVS 01387269161 0 StewartryCVS 01557 331 346 0 Wigtown CVS 01776 705 645.
................................................................................................................. 11 .O FREEDOM OF INFORMATION (SCOTLAND) ACT
11 .I Freedom of Information (Scotland) Act 2002 - FOISA for short. This raises some issues that you should be aware of. The main point is that we can release any information we produce or receive to someone asking for information under FOISA, and this information may then be made public.
From 01/01/05 all public local authorities in Scotland must act in line with the
11.2 Personal information and some types of business information do not have to be made public. Individuals also have other rights under laws like the Data Protection Act. Usually, we must pass on information if someone asks to see it.
11.3 For detailed information about how we are dealing with freedom of information, go to dgcommunity.net and search on ’FOI’. This will also direct you to other relevant information. If you have a particular question about this change in the law, you can also phone our Senior Information Officer on 01387 260 102.
................................................................................................................. 12.0 CONTACT DETAILS FOR THE VILLAGE HALLS IMPROVEMENT SCHEME
Business Manager Community Services Third Sector Support
Dumfries & Galloway Council Woodbank, 30 Edinburgh Road
Dumfries DGI INW
Tel: 01387 260 441 E-ma i I ECSa ra nts@d u m aa I .aov. u k
OR
down-load the form and guidance notes from www.dumaal.aov.uWsrants
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