Hampshire County Council Grants

Community Investment Fund - application notes

To apply electronically, you must have a valid email address.

It is strongly advised to create your answers in a Word document which will allow you to copy and paste the information into the online application form. The online application will time out after approximately 2 hours so please make sure you select the ‘save the application for later’ option. If the application times out and you have not saved it you will lose all the information entered. Once you have selected this save option you will be logged out of your application and sent an e-mail with a link. This link will take you back to your saved application. Your application will be removed from the database after 30 days of the last save for later date (if you do not save your application within a 30 day period it will be removed).

Your organisation (Questions 1 to 6)

Question 1 Department/Grant Programme

Department: Enter Culture, Communities and Business Services (CCBS)

Grant Programme: Select Community Investment Fund 2016/7

Please select 'Over £1000 (Standard Form)'

Question 2 Contact details of your organisation

This is the main organisation that would be responsible for the grant. Enter the name and address of the organisation, not the individual completing the form. This can be supplied in Question 4.

Your Service/Project/Activity (Questions 7 to 10)

Question 7 Title of project or service

State your organisation name.

Question 8a Summary of your project

Provide a brief overview of your organisation's core services/programmes which the application relates to.

Question 8b Details of your project

This provides you with the opportunity to describe what your organisation does and how your activities meet the scheme’s criteria. Supply the following information as a minimum;

Describe briefly the local management (governance) arrangements within your organisation and define how it is neighbourhood/community based.

Describe in more detail the services and programmes your organisation delivers to your community and how they meet the scheme’s criteria (listed on the criteria page). This may include;

  • What services, projects and activities are provided, for whom these are targeted (which community) and how. Also include the total number of people benefitting.

  • Any new organisational or service developments planned for the funding period.

  • Which relevant community/neighbourhood organisations you work in partnership with.

  • What actions, activities and or projects you are engaged in to support increasing participation through volunteering   

Also state what the funding will pay for, for example core running costs, salaries, volunteer expenses, marketing, consultation, outreach services.

Question 8c Project outcomes

This is an opportunity to describe what differences and impacts your services and programmes described in 8b will make to those accessing them, both participants and volunteers. Consider this in terms of Serving Hampshire - Strategic Plan for 2017-2021. Particular focus should be given to Outcome 4: People in Hampshire enjoy being part of strong, inclusive communities.

Also give details of how your organisation will target or promote the services/programmes of work to the residents of Hampshire.

Question 8d How you involved service users in the development of your project

This is an opportunity to describe how you engage and consult with your community on the services and programme design and delivery and how you use this information. How do you identify community needs? Please tell us how you involve the community with the decision making.  Please tell us how you share consultation and community engagement data with partners and the impact this has on your organisation and that of partners, if appropriate.

Which local plans or strategies do your services and programmes tie in with? Include details of how you monitor and evaluate your services/programmes/activities. Here you can tell us about any local feedback you have received.

Use this section to tell us about any quality systems you use to demonstrate how you ‘ensure the delivery and improvement of high quality services’. If you have identified a quality mark you are working towards in a previous application please summarise any progress you have made.

Question 9 Project dates and frequency

As your services/projects/activities are likely to be ongoing, please select this option.

State the start date of your organisation (you will not need to complete the ‘date to’ option as your services/projects/activities are ongoing).

State the venue, including any outreach venues, from where your services/programmes are delivered.

Tell us the general timings of your services/programmes are delivered/accessed by your community and how often (for example 09.00 – 15.00 Monday to Friday, 50 weeks per year).

Tell us the approximate average number of people that benefit directly from your organisation’s service/programme delivery annually.

Finance (Questions 11 to 15)

Question 11 Financial reserves

The reserves referred to in this section are free reserves (unrestricted and undesignated funds within your organisation) i.e. funds your organisation holds that are not required for the running of your organisation during this financial year i.e. savings. This information should tie in with your accounts. You may be asked to clarify this figure if it is not clear how this links to the annual accounts.   

Organisations will not normally be eligible for grants where they hold unallocated reserves in excess of one year’s running costs. In cases where reserves held exceed this level a reduced level of funding may be agreed. All charitable organisations are expected to have an agreed reserves policy that addresses their financial risk.

Question 12 Cost detail

Provide a full breakdown of your organisation’s projected expenditure for 2015/2016. We would recommend you use your most recent annual accounts as a baseline for this information in addition to any realistic annual rises. These should include all core costs and those incurred for delivery of services and programmes. Provide details where appropriate of staff costs, volunteer expenses, rental costs, utility costs, maintenance costs, insurance and accountancy costs, training costs, marketing and promotion costs, administration costs. Also list any specific one-off projects which are separate from the core programme of activity. List any other miscellaneous costs that do not apply to the previous categories.

Question 13 Income

The Community Investment Fund awards grants as a contribution towards core organisational costs including salaries and service/programme costs. Please give information on all sources of projected income and funding you may receive for your organisation and its services/projects/activities. Again we would recommend you use your most recent annual accounts as a baseline for this information in addition to any realistic annual rises. Your organisation is expected to find additional funding from other sources. This may be by securing grants from other organisations, through member contributions, using your organisation’s own funds, or contribution in kind e.g. through volunteer time. We recognise volunteers offer a range of skills and experience, but in order to keep it simple, to calculate their time, please use the national minimum wage. If a volunteer offers professional services (i.e. an architect or legal advisor) the cost of their time should be calculated using market charges.

Use the 'Other income' lines for any other miscellaneous income that do not apply to the listed categories.

If you have insufficient lines in this table to details all your organisation's income streams, please consolidate your figures where appropriate. You must then email us separately a breakdown of these figures.

Do not include this application in this section.

Question 14a Project finance summary

Please state how much funding you require from the Community Investment Fund. Grants awarded are a contribution to the overall core costs of the organisation. The amount you are applying for should therefore be less than the total expenditure of the organisation and its services/projects/activities provided.

Question 14b How the project will be sustainable

Tell us how your organisation manages its financial risks to ensure longer term service/programme sustainability. Do you have any funding strategies in place? Describe what you are doing to reduce reliance on County Council funding. If you are currently operating at a deficit please state how your organisation is planning to address this and in what timeframe.

Question 14c partially awarded or unsuccessful application

Tell us how your organisation would deliver its services/activities/projects if it was unsuccessful or awarded a smaller amount of funding than requested.

General information (Questions 16 to 20)

Question 16 Quality Mark

Please list any quality marks your organisation has attained or is currently working towards. The organisation does not need to have a quality mark to receive a grant. We are aware that you can work towards high quality standards without such a mark and that a quality mark may not be appropriate for your service. However, the County Council wishes to invest in organisations that can clearly and measurable demonstrate that they provide quality services/programmes.

Question 18 Documentation

Please ensure you tick all appropriate boxes. As a minimum standard we would expect your organisation to meet the minimum legal requirements along with policies and procedures to cover your organisation’s services/programmes.  Generally we would expect organisations to have £10m cover for public liability and employers liability insurance.  

Question 20 Equalities

Please answer all three parts as best you can. We are not looking for comprehensive policies – just some bullet points, for example: thorough training; information sessions, staff guidebook etc. In addition to information about your policies and procedures please outline how the aims of your project will contribute towards a, b, and c.

Examples of things which may be relevant to include are:

  • We have an equality and diversity policy. We ensure our staff receive equalities and diversity training. We actively encourage and support all sectors of the community including those having protected characteristics to take part in this project.

  • We have an open and transparent recruitment and promotion policy.

  • The organisation’s culture fully embraces diversity.

  • Our constitution/ this project focuses on fostering good community relations across all sectors of society by...

  • This project will advance equality of opportunity for everyone by…

Supplementary Questions

If you are currently operating at a deficit, please state how your organisation is planning to address this and in what timeframe.

Documents to be submitted

You only need to send the same document once over 12 month period. If you have sent us your documents in the last 12 months please tell us the grant reference number to which they were attached. We would need updated documents, particularly accounts, to your last application to this fund, even if that was within the last 12 months.

Please provide electronic document attachments. If, however, you only have a paper copy please write this in the documentation section and send a paper copy in to the Grants Officer.

Where appropriate, depending on the grant sum requested, the organisation will be expected to submit the following supporting documentation. All documentation will be used, alongside the application form, to assess against the grant criteria.

All Grants

  • Annual Accounts
  • Community programme detailing activities/services delivered by your organisation, activities/services delivered by other groups/organisations using your facilities (hirers), partnerships you actively contribute towards and numbers of volunteers. You may find it convenient to present this using a community programme map Microsoft Word 43kB – or through a combination of lists/ tables
  • Current constitution (if you have not submitted a constitution with a previous application, are applying for the first time or the document has changed)
  • Financial sustainability strategy (may be part of business plan)

Plus, for Grants £5000 and over

  • Adults Safeguarding Policy
  • Child Protection Policy

Plus, for Grants £10,000 and over

  • Three year business plan*
  • Public liability insurance (usually £10m)
  • Employers' liability insurance (usually £10m)

Plus, for Grants £25,000 and over

  • Public liability insurance (usually £10m)
  • Employers' liability insurance (usually £10m)

* 3 year business plans should include a risk management plan and marketing plan. This information sheet on business plans Download Acrobat Reader to view this PDF 37kb may be useful as a guide.

Monitoring Information

This information will help us to plan and fund areas of work where there are significant gaps and needs. If you need to collect this information from your staff or service users then it is important that you give them a choice as to whether they choose to give this personal information.


Grant application form

Grant application form

The application form will open in a new window. There is a two hour time limit to complete or save your form. Additionally you can print or save your application immediately prior to submitting it.


CCBS Grants
Hampshire County Council
Office 2
Second Floor
Castle Hill
SO23 8UL

Telephone 01962 845390

Email ccbsgrants@hants.gov.uk