Resolved:

That the proposed process improvements contained within the report (GP 04/0910) be agreed and recommend to Cabinet subject to the inclusion of the following proposals:

(i)                 Clear details of how funding will be set aside in the Mainstream Grant Commissioning (MSG) budgets to meet the costs of any successful appeals 

(ii)               Consideration of having more than one closing date to enable unsuccessful organisations to reapply

(iii)             That the proposed changes to the timetable include reasonable time for the organisations to group together and submit consortium bids

(iv)              That officers prepare and submit to an extraordinary meeting of the Grants Panel the following

·        A timetable of grants rounds to be considered by the panel over the next 3 years

·        A performance monitoring report covering the performance of every organisation funded by mainstream grant funds

A template for the monitoring report be devised and approved by the Grants Panel prior to the extraordinary meeting.

Action by:

ASSISTANT CHIEF EXECUTIVE (L. Ali)

Service Head Strategy and Performance Chief Executive’s Directorate (L. Russell)

Third Sector Manager, Strategy and Performance, Chief Executive’s Directorate (J. Underwood)

Funding and Development Manager, Strategy and Performance, Chief Executive’s Directorate (E. Haughton)

Principle Funding and Development Officer, Strategy and Performance Chief Executive’s Directorate (H. Hughes)

Mr Underwood (Third Sector Manager, Strategy and Performance) introduced the report highlighting the salient points.

Mr Underwood reminded Members at the last meeting of the Grants Panel in June 2009, the Grants Panel requested that the new Mainstream Grant Commissioning Process be reviewed.  As a result officers have undertaken a review of the new arrangements.  These had been clustered around the following main themes - 

• Issues identified with the process (including online application arrangements);
• Results of the process;
• Accountability and transparency;
• Level of support available when applying for grants;
• Advertising and Publicity;
• Process timescales;
• Feedback Appeals and Enquiries. 

An overview of the findings together with a detailed breakdown of the proposals was included in the report.

The Grants Panel were asked to consider the proposed process improvements and recommended them to Cabinet.

In response to the report, Councillor Ohid Ahmed commented that many organisations had contacted Members and had expressed concern over the new commissioning approach. The concern was that the small and medium sized originations would loose out due to lack of access to the IT infrastructure necessary to apply online. It was necessary to ensure every group received help and support in applying for grant aid assistance.

In relation to advertising and publicity, Councillor Ahmed also commented that many of the organisations considered that they were not afforded enough time to apply on line, attempted to apply but couldn’t as they had not been trained or were unaware that they could do so. Councillor Ahmed queried how these issues would be addressed? He also questioned whether applicants would be enabled to submit paper applications as some many find this more convenient. There was a need to ensure those that could not apply on line were given a chance.

In reply, Mr Underwood reported that the online application process would be maintained as this would enable groups to build up their IT infrastructure. Ms Hilary Hughes (Principal Funding and Development Officer) reported that there would also be an all day training session held at Mulberry Place, Town Hall, where groups could come in and submit their written applications forms online. However if for some reason they were unable to apply online, they would be enabled to submit a paper application. The intention was to hold more IT training sessions for the groups.  Should any of the groups not be able to attend the session, officers would make alternative arrangements where necessary.

Ms Hughes reported that officers carried out verification checks to ensure the organisations funded were adhering to the Council’s criteria for grant aid support. Officers carried out visits and if they were any concerns carried out additional work with the groups. 

The Grants Panel expressed a wish to monitor the performance of the organisations funded from mainstream grants funds. Accordingly they requested that a performance monitoring report be submitted to the Grants Panel to enable them to monitor the activity of such projects and that an extra ordinary meeting of the Grants Panel be arranged to consider this report.

Councillor Asad considered that the unsuccessful applicants should be afforded the right to appeal. Councillor Asad also requested that a clear timescale for the mainstream grant process covering the next 3 years should be produced. 

Councillor Ahmed requested that consideration be given to having more than one closing date to enable unsuccessful organisations to reapply

The Chair Moved the recommendations as set out in the report and it was: -

Resolved:

That the proposed process improvements contained within the report (GP 04/0910) be agreed and recommend to Cabinet subject to the inclusion of the following proposals:

(i)                 Clear details of how funding will be set aside in the Mainstream Grant Commissioning (MSG) budgets to meet the costs of any successful appeals 

(ii)               Consideration of having more than one closing date to enable unsuccessful organisations to reapply

(iii)             That the proposed changes to the timetable include reasonable time for the organisations to group together and submit consortium bids

(iv)              That officers prepare and submit to an extraordinary meeting of the Grants Panel the following

·        A timetable of grants rounds to be considered by the panel over the next 3 years

·        A performance monitoring report covering the performance of every organisation funded by mainstream grant funds

A template for the monitoring report be devised and approved by the Grants Panel prior to the extraordinary meeting.