Community Relations Council

Victims/Survivors Application Form

Financial Guidelines - Please Read

Victims & Survivors Development Grant Scheme 2010
(For guidance and information on making an application please scroll down)

New Victims & Survivors Funding Arrangements

On 1^st April 2010 OFMDFM’s Victims Unit announced a 2 year funding programme for community-based work with victims and survivors to cover the transitional period leading up to the establishment of the new Victims and Survivors Service in 2012.

The programme is open to non profit groups/organisations run by and for victims and survivors of the Troubles who are resident in Northern Ireland. 

To help groups understand the arrangements for the next two years and the changes that are happening  in the sector CRC is hosting information events which will take place at the following times and places:

Wednesday 5^th May 2010              10am-12pm               The Linen Green, Dungannon

Thursday 6^th May 2010                   10am-12pm               CRC Offices, Belfast

Micháela Mackin, Director for Funding and Development (Victims & Survivors) Programme said: “I would strongly urge groups to ensure a representative comes along to one of these events if they are interested in learning about the new funding arrangements.”

(Please note that groups currently in receipt of core funding have been invited to attend other events.)  

To book a place please email temp2@nicrc.org.uk by Wednesday 28 April 2010 with your name, group name, contact telephone number and address.

Guidance and Information
Aim of the Scheme:

The Community Relations council with the support of Victims Unit has established a fund to support the healing and recovery work with the victims and survivors of the Northern Ireland Troubles.  The scheme seeks to ensure fair access to support for victims and survivors of the Troubles.  The principal aim of the scheme is to support victims and survivors to become active members of society.

This scheme is targeted at supporting groups which are made up of victims, or are working with victims resident in Northern Ireland.  Priority will be given to those who during the troubles have lost close relatives or had close relatives injured, or been injured or traumatised as a result of the community conflict.

The Council aims to have a geographical and sectoral spread in applications received and grants given and the Council will ensure continuous monitoring and evaluation.

The scheme is aimed at locally based and regional groups working with victims and survivors of the Northern Ireland Troubles.  Grant aid is not for individuals as there are other sources of funding for this work.

This scheme is aimed at projects involving adults/and or children who have been affected by the Northern Ireland Troubles.

Who can apply:    
Any constituted voluntary and community victims group or organisation that can provide evidence of need for their support services to victims and survivors resident in Northern Ireland are eligible to submit an application to the Strategic Support Fund.

Volunteer based groups that do not require staffing support costs should not submit an application to the Strategic Support Fund; rather they should submit their applications for services to the Development Grant Scheme.

Voluntary and community organisations must have a written governing document (for example a Constitution or articles of association) and at least three people on their governing body or management committee who are not related to each other.

You can find more information about good governance from the Department of Social Development’s (DSD) “Setting Standards, Improving Performance – best practice in finance and governance in the voluntary and community sector” which has been used as the benchmark for improving the effectiveness of the victims sector and requirements of Government in relation to the provision of grant aid – copies of this can be downloaded from the following website link:   http://www.dsdni.gov.uk/finance_and_governance_for_vcu.pdf

Branches

Your organisation may be a branch of a larger organisation. If so, you can normally only apply if your organisation is an independent branch. By ‘independent’ we mean that you must have:

• your own governing document
• a management committee
• a NI/UK bank or building society account in the name of the organisation and under its direct control

 your own annual accounts approved by your own management committee, signed and dated control over your own income and how you spend it.

If you are not independent you may still be able to apply for funding support, but you will need the support of the larger umbrella organisation.  If you are a dependent branch, but have a management committee, a NI or UK bank or building society account in the name of your branch and produce your own annual accounts, you can still apply for funding support.  However, you will need the support of the organisation you are linked to and must make sure that they will take legal responsibility for any funding award made to you. Please discuss this with the larger organisation that you are linked to before you apply.

If you are a dependent branch and do not have a management committee, a NI or UK bank or building society account and your own annual accounts, the larger organisation that you are linked to should apply for a funding award.

• you are a non profit group/organisation
• you have a constitution with guidelines you have adopted, a signed and dated copy of which should be included with each application
• you have a bank or building society account in the name of your group as given on your constitution which must have at least two unrelated signatures on each cheque or withdrawal. These signatories should reflect those on your bank mandate for the nominated account.
• your project directly benefits victims and survivors of the troubles (please note, grant aid is not available for individuals)

 Criteria for applying:

The purpose of the application must reflect the principal aim of the scheme and must include at lease one of the following elements:

1. Projects that can demonstrate how they will help people to begin to make the transition from victim to survivor as part of a process of healing and recovery.
2. Projects and activity programmes for victims of community conflict that will support the training of volunteers and staff in relevant support services to assist the healing and reconciliation process.  (groups will need to demonstrate work that supports the promotion of best practice)
3. Assistance with organisational development and operational/strategic planning for groups involved in supporting victims and survivors to become active members of society.
4. Projects that will explore the causes and effects of the troubles and which will facilitate the sharing and development of trust and understanding between participants and an awareness of their needs amongst a wider community.
5. Assistance with small scale research costs involved in evaluating the effectiveness of projects involving victims of groups and the development of models of good practice.
6. The provision of small scale seeding support for new groups working in the area of victims support. (Funding will only be allocated for newly established groups i.e. existence for up to 1 year)

Eligible Costs

Grants may be made towards the costs of the following:

A limited number of bursaries will be made available for individuals from groups to attend conferences/seminars relevant to supporting victims/survivors in the healing process.  Individuals from groups or organisations in receipt of a bursary will not be eligible for a further bursary for a period of 12 months from the date of any earlier award.

• Programme expenses such as the costs involved in the organisation of locally based conferences, seminars or discussion groups, renting facilities, travel and subsistence, assistance towards crèche provision with bona fide registered and accredited child minders, facilitation or research costs and the purchase of small items of capital equipment (i.e. chairs, over head projector etc.)

The maximum grant payable to an applicant organisation is £40,000.  Grant awards will be based on the applicants ability to demonstrate need accompanied by a work plan that clearly outlines timeframe, participant numbers for each activity. 

Exclusions

Grants are aimed at specific projects or schemes.  They will NOT cover:

• on-going costs e.g. salary, heat, light, telephone costs, rent, building maintenance or repair
• major capital expenditure,
• equipment costs,
• cash generative schemes,
• religious services,
• competitions,
• political lobbying,
• retrospective events or activities
•  political parties/party political activities.
• Grants will NOT cover travel outside Ireland and the United Kingdom, except in the case of bursaries.
• Small seeding grants will NOT be available to groups that have already secured seeding support from the Community Relations Council in the past.
• Grants will not support the erection of memorials/memorial gardens.

The Assessment Process

Forms for application are available from the Community Relations Council and can be downloaded from the Community Relations Council website. 

The Council will process applications as quickly as possible. We aim to process applications valued at less than £10,000 within 12 weeks from receipt of a completed application form and within 16 weeks for completed applications valued at more than £10,000.00.

• Applicants should understand that whilst careful consideration is given to each application, it may not be possible to assist applicants to the extent requested, or at all, even if the applications come within the criteria set out above.  This may depend on the volume of applications received and the size of the fund available.
• Completed application forms and enclosed documents to be forwarded by the applicant group to the CRC Belfast office only. By completed we mean you have answered all the questions fully, included requested information e.g. current constitution and the Chairperson of the group has signed and dated the application.  Applications will only be deemed received once they have been registered in our Belfast office.
• You will receive an acknowledgement letter when your application has been registered.  The letter will provide you with a reference number which you must use on all correspondence including e-mail as this will assist us in identifying each project application. If you do not provide the project reference number this will slow down your project assessment.
• An assessment officer will be in contact to arrange a suitable time and place to discuss your application and explain the process.  If your application requires any additional information to support your request this will be identified and discussed at this meeting.  The assessment process will stop until the information requested has been received in full.
• The officer will then present a recommendation summarising their assessment of your application based on the information you have supplied against the set criteria and the measurable outcomes of the projects. The recommendation report is then forwarded for authorisation.
•  If your application is successful you will be informed in writing with the following information –

§        Details of the activities to be supported

§        Level of grant funding awarded

§        Budget breakdown of the award

§        Conditions of the award as detailed on the agreement form

§        Start and end date of project

§        Date by which receipts and all evidence of expenditure must be forwarded to the Council.

§        Date by which a project evaluation must be submitted.

§        Two copies of your funding contract

If your project is unsuccessful the assessment officer will explain the reason(s) for this decision.  This may be helpful should you wish to re-apply to the scheme at a later date.

• Please ensure you have read and understood all of the terms and conditions on your agreement form. If you agree to the terms and conditions return your signed contract (keeping one copy for your own records).  It is important that you fully understand the contents and conditions set out within your letter of offer and agreement forms, as this constitutes an agreement between your organisation and The Community Relations Council.  Please contact us if you wish to discuss any aspect no matter how small.
• The Council will only release the initial payment of your award once all the terms and conditions of the agreement have been met unless otherwise specified in your letter of offer.
• You will be expected to monitor your project when it is ongoing. You must report in writing to the Council any changes or problems that will affect the timescale, budget or outcome of the project immediately.  No changes to the project should be undertaken prior to receipt of written approval from the Council. 
• Once the project is complete you will be required to complete an evaluation form which the Council will use for monitoring purposes.  Please note failure to return a completed evaluation form may affect future funding applications from your organisation.
• Once your organisation has provided all evidence of expenditure the officer will carry out a verification to ensure all monies have been fully utilised on the agreed budget headings and where appropriate any under-spends will be returned to CRC. Please refer to the financial guidelines for information on verifications.
• Some verifications may be carried out by an officer visiting your organisation or project.  Please note the Council have provided an expenditure return form to assist you in accounting for all project related spend.  This should be completed and returned along with all required supporting documentation before a final payment can be issued.

Please note:

The Community Relations Council reserves the right to carry out ‘spot checks’ on any project at any time.  This is not a reflection on your organisation but a legal requirement when administering public monies.

Application Form Guidance

The following information relates directly to the application form explaining the information that is required for each question.  It is the responsibility of the person completing the form to ensure that all questions are answered in full as unanswered questions or incomplete answers will result in the application not being registered and no assessment will begin until the form is complete e.g. ‘refer to previous applications’ is an incomplete response to the question.

1.     Name of group/organisation making the application

This should be the name listed in the current constitution of the group and the name on the nominated bank account you plan to use if your application is successful.

2.     Name of the project

This is the name of the project or activity you are asking us to support in your application. You do not have to name your project but it can help to identify activities you are undertaking and their associated funding sources.

3.     Contact person      

The main contact person must be someone who can be contacted during office hours and can talk about this application in detail. The contact person does not have to be an office bearer within your organisation or the person delivering the project but we cannot support applications from third parties made on your behalf or service providers who would benefit financially if the application was successful. We will only discuss your application with this person.

4.     Address

We will use this address for all correspondence in relation to your project. This address should also appear on any delivery invoices associated with your award.

5.     Please tick which category is best suited to your organisation.

Community falls into one of the following categories:

(i)  a registered charity (including a regional branch of a national charity);

(ii) an unregistered body which falls within the eligibility tests detailed   below.**

** An organisation with benevolent or philanthropic purposes which has the essential attributes of charity:

a spirit of altruism, and

a dedication to purposes which are worthy of public support

is free of any characteristics which are essentially alien to charity: i.e. the possibility of self-interest or private benefit, such as the prospect of making a personal profit or the fact that the purposes in question are political, doctrinaire, or dependent on taking a particular view.

and

(b) is formally constituted as an autonomous, democratic organisation independent of national and/or local government agencies.

Public business organisation in the public (non private) sector of an economy controlled or operated by civil servants or government personnel (not by private individuals)

Voluntary It has an element of involvement of volunteers (some voluntary and community organisations appear to be entirely reliant on paid staff; however, their trustees or committee members are, in fact, their only volunteers).

Private It is not a part of government, established by statute or royal charter, or under a substantial degree of executive control by government (excludes universities and non-department public bodies); it may include consortia composed of local authorities and others (e.g. local regeneration and development bodies), if the consortium is formally constituted and, at the very least, given a name

Faith-based an organization, group, program or project that provides human services, and has a faith element integrated into their organisation.

6.     In which District Council area is your project located?

This will assist the Community Relations Council monitor the geographical distribution of awards.

In which electoral area is your project located?

This refers to where the organisation is located .

(This information is available at the nisra web site)

7.     Have you discussed this project with your local District Council Community Relations Officer?

This will assist the Community Relations Council to ensure local activities reflect current strategic priorities.

8.     Breakdown of Groups religious background.

This will not be taken into consideration at any part of the assessment process of your application.  This is for monitoring purposes only.

9-11.   Background and Group activities

Describe the activities of your group and any services you provide. If you are a new group describe the activities or services that you plan to provide.  We would like to know as much about your organisation as possible.  The Council would regularly hear of new services and projects that may be useful to the work carried out by your organisation.  Please include a copy of your current constitution signed and dated with each application. Council staff cannot be responsible for photocopying items required with your application. Incomplete applications will be returned to you unregistered with no assessment beginning until the completed form and required supporting documentation is provided by the applicant.

12. Please provide details of the project for which you are applying including participant numbers and details of activities.

This should include timescales for delivery of the project, where the project will take place, how many people will participate in the project and a description of the activities you are planning.
Tell us what you want the award for, think about the following:

-         what you want to achieve through your project

-         what you intend to do

-         how will you do this

-         who from outside your group will be involved in running this project (if applicable please include CV’s)

-         What shall you need to carry out this project

-         What do you hope to have at the end of the project

-         Start and end date

14.   Under which of the criteria below are you applying?

1.   Projects that can demonstrate how they will help people to begin to make the transition from victim to survivor as part of a process of healing and recovery.

2.   Projects and activity programmes for victims of community conflict that will support the training of volunteers and staff in relevant support services to assist the healing and reconciliation process.  (Applicants will need to demonstrate work that supports the promotion of best practice.)

3.   Assistance with organisational development and operational/strategic planning for groups involved in supporting victims and survivors to become active members of society.

4.   Projects that will explore the causes and effects of the troubles an which will facilitate the sharing and development of trust and understanding between participants and an awareness of their needs amongst a wider community.

5.   Assistance with small scale research costs involved in evaluating the effectiveness of projects involving victims of groups and the development of models of good practice.

6.   The provision of small scale research costs involved in evaluating the effectiveness of projects involving victims of groups and the development of models of good practice.

15. Explain how your proposal meets the criteria of the Scheme?

This is your opportunity to tell us how the project will directly benefit the participants that will be taking part.   For example – criteria 1 Projects that can demonstrate how they will begin to make the transition from victim to survivor as part of a process of healing and recovery.  An example response could be – The Storytelling Project will enable various victims and survivors to gather together to share their experiences, memories and what support helped them to make the transition from victim to survivor. 

Example 2 – Criteria 3 – Strategic planning will help organisation to plan effectively and develop support programmes that will support victims and survivors of the troubles.   Planning will also help the organisation

16. Which of the following categories will benefit primarily from your proposed project?

Choose from the list provided which group best matches the people you are most aiming to support through your project and identify them in order of importance using the number 1,2,3 and so on with the number one being the best match etc. You can choose as many or as few categories as you like but remember to rank them in order of importance.

17. Funding from other sources

You are required to inform all funding bodies to which you have submitted a request for funding of all other relevant applications that have been awarded or are awaiting a decision.  Failure to do so will result in funding being refused, revoked or reclaimed in full in the case of double funding.CRC will, where possible, liaise with other funding bodies to ensure no duplication of funds. This does not mean we will not match fund your activity, i.e. work with another funding source to enable the delivery of the work.

18. Project Timescales

You should indicate when each of the activities for which you are requesting support is planned to begin and to end. We will use these dates to help you manage expenditure of your award according to activity levels and to arrange dates for you to submit the final claim for the activity.

19. Explain the contribution that your project will make to supporting victims and survivors including how the project will support victims and survivors to become active members of society within Northern Ireland.

This is your opportunity to highlight to the assessing officer how the project will directly support those who have been affected by the conflict. 

20. Details of any grant awards received from the Community Relations Council in the last two years.

You should include the reference number of the project, when it was awarded and the amount awarded. You should also identify under which grant scheme it was awarded.

21. What is the cost of your project?

Please ensure the amount you have requested is based on real and accurate costs and represents value for money.  CRC will ask you to provide quotations from suitable sources for comparison as part of the assessment process.

22. How much are you requesting from Community Relations Council?

This is the figure you are asking the Community Relations Council to contribute towards your described activities.

23. Breakdown of costs

This will help you to provide a detailed breakdown of the costs involved in your planned activity, what you are planning to do, how many people will be involved and over what period of time you will be delivering the project. Where and when possible CRC would ask participants to contribute towards costs. If you have contributions towards your project please indicate on the budget forecast.

If you are receiving funding from any other source towards this project you must inform CRC of this in your application and the outcome of any outstanding funding decisions as soon as this is known. 

CRC may be able to liaise with other funding sources to ensure there is no double funding of your project and also to ensure you have sufficient resources to successfully deliver your project. CRC reserves the right to carry out checks on other sources of funding at any stage of your application. 

Other terms explained

Verification

This is the process by which the development officer will receive all original invoices or receipts.  Original documents  will be checked against the agreed budget headings and any over spends or under spends (please see below) will be recorded.  All original receipts will be stamped, dated and signed off by the officer and photocopied to remain on file.  All original stamped receipts will be returned to your organisation for your own financial records.  Failure to provide these financial documents could result in grant not being released and affect future funding applications from your group/organisation.

Underspends & Overspends

Once the verification is complete the total spend for the project will be available.  If the group has spent less than expected during the project then the underspend in total must be returned to CRC.  Where a final payment is outstanding it may not be required or only part may be required.

If a group has overspent it is their responsibility to meet the extra costs.

As stated in the conditions set out in the contract budget headings may not be altered without written agreement from CRC. 

Initial payment        

An initial payment will be released based on the total amount awarded. Further staged payments will be released subject to satisfactory progress and levels of activity. The final payment will be issued if the following is satisfactory:

a.     Completed evaluation form has been received

b.     All receipts have been verified

c.     All pre-conditions on the agreement form have been met

d.     There are no outstanding issues/queries from the project

e.     Previous awards have been satisfactorily completed and assessed as closed.

The final payment will then be issued.  (Please see under/overspends)

Your financial responsibility

It is the responsibility of your organisation and the authorised signatures to account for all expenditure.  All accounts must be managed by your organisation.  CRC will carry out a verification process and will request to view original bank statements, cheque ledgers, associated invoices and receipts.  Please be aware that CRC may carry out random checks on companies that have been hired for projects, this is not a reflection on your organisation but a legal requirement when administering public monies.

CRC will, on demand, provide HMRC and any other government agency duly appointed to do so, access to invoices and receipts presented for payment as part of an award. Please see financial guidelines.

Evaluation

It is a condition of the grant being made that the Council receives a written evaluation on the development of the project in due course.  The group will do these themselves, and evaluation forms to assist the process will be given to all groups who are offered a grant.

Monitoring Section

All questions within the monitoring section do not have any bearing on the outcome of your application.  Equality Monitoring is stored only on the grants database within CRC and used for monitoring purposes only and to assist CRC in improving its services to clients.

Failure to complete the monitoring section will result in an incomplete application.

Assistance & Advice

If at any time you require further information or assistance please do not hesitate to contact your funding officer who will be happy to discuss any aspect of your application or query.

Applications will not be accepted by fax or email as a signed hardcopy is required.