Hampshire County Council Grants

Organisational Change 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 loose 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).

Organisation details (Questions 1-6)

This is the main organisation that would be responsible for the grant.  

Question 1 Department/Grant Programme

Department: You should enter Culture, Communities and Business Services (CCBS)

Grant Programme: Please select:-

  • Organisational Change Fund 2015 -16 – if your project/proposal is taking place between 1 April 2015 and 31 March 2016

Your Project/activity (Questions 7-10)

Question 7 Title of project or service

Please try to be as brief as possible. For example name of your project – ‘Merger’ or ‘Shared Services’

Question 8a Summary of your project

Please use this section to briefly describe what you would like to do.

Question 8b Details of your project

This provides you with an opportunity to describe in more detail the organisational change project you wish to undertake. Think of this in terms of the scheme’s grant and eligibility criteria (listed on the criteria page). This may include (but is not exclusive to);

  • Describe in detail the new ways of working your specific, time limited project proposes to deliver services  that primarily support a reduction in organisational costs and create alternative funding opportunities/income streams (from non Hampshire County Council departments).
  • Describe briefly the nature of your organisation and it’s programmes, services and activities.
  • Describe briefly the management and governance arrangements/structures you have in place within your organisation/consortium.
  • Please give details of other organisations involved and their roles and responsibilities within the project.

Question 8c Project outcomes

This is an opportunity to describe in detail the measurable targets and outcomes you are aiming to achieve through the organisational change proposal. This will include the difference and impact your project will make to the organisation in addition to those people and groups accessing the services, programmes and activities delivered within your organisation) and how they will be achieved.

Consider this in terms of the grant criteria which link to the Hampshire Strategic Plan 2013-17 'Shaping Hampshire: modern, public services for the future'  Download Adobe Reader to view this PDF priorities. This may include (but is not exclusive to) how your project;

  • Reduces organisational costs through service/programme/project/partnership efficiencies
  • Reduces reliance on County Council funding
  • Supports a sustainable future business model
  • The benefits to the organisation and wider community that use the services/programmes/facilities.

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

Provide information on the success criteria that will be used to measure the differences, impacts and achievements of your services/programmes of work (described in 8a and 8b).

This is also an opportunity to describe how you engage and consult with your community/partners/participants/audiences/volunteers on the services and/or programmes design and delivery and how you use this information. How do you identify needs? Which local plans or strategies do your services and/or programmes tie in with? Please explain how you will evaluate or seek feedback from community/partners/ audiences/participants of your service, project or activity. Here you can tell us about any local feedback you have received.

Question 9 Project dates and frequency

Please give the estimated start and finish dates of the project.  Please note that we do not fund retrospectively.  Under frequency you can put one-off project.

Finance (Questions 11 – 15)

Question 11 Financial reserves

The reserves referred to in this section are free reserves i.e. funds your organisations holds that are not required for the running of your organisation during this financial year i.e. savings. The information provided in this section should tie in with your audited/independently examined 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 details

Please give the full breakdown of the costs of your organisational change project/proposal/programme and include any VAT costs that are not recoverable.

Question 13 Income

Please give information on all sources of funding for this project, stating clearly whether funding has been confirmed or in progress and when the decision is expected.

Question 14a Project finance summary

A summary of the projects income and expenditure will be automatically calculated using your responses to questions 12 and 13 (online application form only). Please detail how much you are requesting.

Question 14b How the project will be sustainable

Please confirm how any additional costs (maintenance, increase in utility bills/staff costs etc) will be met by the organisation. Also tell us how the project will support the future sustainability of the organisation.

Question 14c partially awarded or unsuccessful application

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

General information (Questions 16 – 20)

Question 16 Quality Mark

List any quality marks your organisation has attained or is currently working towards for example, Museum Accreditation or Visible. 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.

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.

Documentation 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.

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.

For all applications:

  • Annual accounts
  • Draft action plan for the organisational change proposal (to include actions, timescales and outcomes)
  • Copy of quotes for the work (e.g. consultancy quotes)
  • Copy of your reserves policy
  • Copy of the terms of reference (if this is a joint application)

Grants £10,000 and over (only for organisations that are currently funded)

  • All documents listed under ‘All applications’ above
  • Adults Safeguarding Policy
  • Child Protection Policy
  • Three year business plan
  • Public Liability Insurance (usually £10m)
  • Employers' Liability Insurance (usually £10m)

Grants £25,000 and over (only for organisations that are currently funded)

  • All documents listed under ‘All applications’ above
  • Adults Safeguarding Policy
  • Child Protection Policy
  • Three year business plan
  • Equality and Diversity Policy
  • Health and Safety Policy
  • 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

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CCBS Grants
Hampshire County Council
Serle's House
Gar Street
SO23 8GQ

Telephone 01962 845390

Email ccbsgrants@hants.gov.uk