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Public Health Agency (SOUTHERN OFFICE)

APPLICATION FORM

SCHEME 2COMMUNITY ALLOTMENTS / GARDENS

(Funding available £2,000 - £5,000)

Closing Date: Friday 7th October 2011 @ 4pm

This application has two parts:

PART A: About your organisation and its governance and;

PART B: About your project and the costs

Please read the guidance notes before you fill in this form and complete in TYPE or BLACK PEN.

December 2010 (Version2) Appendix 3a – Application Form

S C H 2 /Ref:

(Office use only)

The Public Health Agency is committed to making information as accessible and equitable as possible and to promoting positive and meaningful dialogue with local people.

ALTERNATIVE FORMATS

In an effort to make information as accessible as possible, the application has been produced in Arial 14 pt.

The application can also be made available in the following alternative formats:

Large Print (size as required) Computer Disk Audio tape Translation

For an alternative format or ADDITIONAL COPIES please contact:

Mrs Alice Grey or Mrs Joan Porter Public Health AgencyTower Hill Armagh BT61 9DR

Telephone Number: 028 37414640/4557Fax Number: (028) 3741 4634E-mail: [email protected]

[email protected]


mailto:[email protected]

mailto:[email protected]

PART A: ABOUT YOUR ORGANISATION AND IT’S GOVERNANCE

Please refer to the guidance notes while you complete this form. Answer each question in the box provided (any information disclosed will be treated in confidence). You may use additional paper if required but you must stay within the word limit, where this is indicated. Please write clearly in black ink or type.

INFORMATION ABOUT YOUR ORGANISATIONQuestion 1

Name of your Organisation:

Address,including full postcode:

If your organisation has a website please write the address here:

Name of main contact for your organisation (the person we should communicate with):

Position held in organisation group:

Contact address if different from above, including full postcode:

Phone: Daytime Fax no:

E-mail address:

If you have any particular communication


Mr/Ms/Mrs/Miss/Dr:

needs, tell us what they are.


Question 2

When was your organisation set up?

Month Year

Question 3

If your organisation is a branch of a larger organisation or a member of an umbrella body please tell us which one:

Question 4

What type of organisation/group are you?

A statutory organisation

A Social Enterprise Organisation

Unregistered charity, club, society or association, community based group or organisation

Organisation recognised by HM Revenue & Customs (previously known as Inland Revenue) as charitable for tax purposes

Charity Registered with Charity Commission in NI

Charity registered in England or Scotland (OSCR) or Wales

Registered Charity No:

Date of Registration:

Company Limited by Guarantee No:

Date of Registration

VAT registration number


Question 5

How many people are involved in governance and management of your organisation?

Committee and/or Board Volunteers (unpaid)members

Paid staff: Full time Paid staff: Part time

Question 6

Briefly describe the main aims and activities of your organisation and/or what services your organisation provides? (Maximum word limit 250).


Financial Controls

Failure to answer questions 7- 9 fully and satisfactorily will result in your application being rejected.

Question 7

Your organisation must have a bank account.

Please provide details below:

Account NameBank or building society nameBank or building society addressSort CodeAccount Number

Question 8

Who is authorised to sign cheques?

There must be at least two authorised signatories

Name: Position in Organisation:

Are any of the signatories related to each other?

Yes: No: If Yes, please provide details below:


Question 9

A. Your organisation must have the following systems and procedures in place, which can be made available for inspection within 7 working days upon request. If you answer No, and your application is successful, funding will not be awarded until these systems and procedures are in place.

Financial Controls – A written policy on its: Yes NoCash handling arrangements Arrangements for bankingArrangements for purchasing goods and services Arrangements for delegating authoritySystems for regular bank and cash reconciliationRecord of income and expenditure transactions

Cheque books and receipts which are held in a safe/cash box to which access is strictly controlledArrangements in place to respond to a suspected fraud within your OrganisationNecessary insurance cover for public liability, employer liability, property/contents – where applicableA policy in writing whereby no one person can order, receive and pay for goods and services (segregation of duties)Travel and Subsistence Policy (where applicable)Have all of the above systems been approved by the management committee?

B. Are all of the above regularly reviewed? Yes No

How often are they reviewed eg quarterly/annually? _________________

C. If your organisation has a computer do you have IT security procedures eg, regular backups, password protection?

Yes No: Not Applicable


D. Your organisation must have policies or statements in place to assure compliance with the law for the following. If you do not currently have these policies or statements they must be in place prior to funding being allocated:

Policies & Procedures Checklist Yes NoHealth and Safety PolicyEqual Opportunities PolicyChild Protection PolicyVulnerable Adults PolicyFreedom of InformationData Protection Policy

PART B: ABOUT YOUR PROJECT AND THE COSTS

Please refer to the guidance notes while you complete this form. Answer each question in the box provided (any information disclosed will be treated in confidence). You may use additional paper if required but you must stay within the word limit, where this is indicated. Please write clearly in black ink or type.


Ref:

INFORMATION ABOUT YOUR PROPOSAL/PROJECT

Question 10a

Name of Project:

Does your application focus on: Building sustainable communities through the creation and development of community allotments/ community gardens? Yes No

(If you have answered no to this question you are not eligible to apply for this grant)

Question 10 b How much is your organisation applying for from this funding?

Question 11

Where is the project location and geographical coverage? (Please complete all 3 boxes if project is targeting a specific ward(s))

Local Commissioning Group / Trust Area

Local District Council Area(s)

Ward Area(s)


S C H 2 /

£

(Office use only)

Question 12 Please tell us how the targeted population will benefit from the project (include the number of people to benefit). Tell us what measurement tools you will use to measure these benefits: (Maximum word limit 400).


Question 13 Provide evidence that your project will address a local need (e.g. local analysis, research etc): (Maximum word limit 400).


Question 14Give a summary of the project, detailing aims and objectives (word limit 300):


Question 15 How does your project correspond to the priorities / targets and specification for funding as detailed in question 10? Please take each criteria point separately and detail how you propose to deliver each of the service requirements. (see guidance notes)


Question 16 Detail the outcomes you hope to achieve through this project and how these will be measured.

Outcomes Proposed Method for Measuring



Question 17 Detail the actions your organisation will undertake to achieve these aims / objectives. The total number of individuals, or families or groups etc who will be provided with a service within the Project/Scheme must be included: (E.g. Club once per week between the hours of 7pm – 9pm for 25 people aged 35+ at Venue, 48 weeks per year). (Note these will be regarded as performance indicators which will be included as part of performance monitoring, should your application be successful).

Please complete details below for each different Programme/Activity. The TOTAL is the total for all Programmes/Activities.

Activity (please include location, day(s) of week and age group)

Number of Sessions

per Week (a)

Number of Weeks per

Year (b)Total Sessions in Year (a) x (b)

Total Hours in Year

Attenders per Session

*Attendances/ Interventions in Year

Examples:-physical activity/ weight management / parenting/ money debt management / gardening

1 12 12 24 20 240

TOTAL

Note: *Attendances/Interventions is the number of Attenders multiplied by the number of sessions


Question 18

When will you start your project ____________________

Will you be able to complete your project within the specified funding period:

Yes No

Question 19

What impacts do you expect the project to have beyond the funding award period?

Question 20

How will the project avoid duplication with existing services/organisations and what are the arrangements for collaborative working with other providers and the target community?


Question 21 How will you address inequalities in health and social exclusion?

Question 22

How have beneficiaries/service users or local people, been or will be involved in the design / implementation / management of the project to allow engagements and ownership?


Question 23 Have you addressed the sustainability of the project, or developed an exit strategy? If so, please detail; if not, explain why.

Question 24 Please indicate your relevant/recent (3/5 years) experience in the management and delivery of similar projects:

Question 25 Have you identified any risks or uncertainties that are associated with your project/service? How do you propose to manage them?


Question 26

Please tell us about how you intend to share the learning from this project with colleagues in the field of health and social well-being, voluntary groups and community groups and networks in your locality to influence policy and practice.

Question 27

Does your project/service involve partnership across the statutory, voluntary & community sector? If so please give details:

Partner Contact Details What is their role / responsibility

Question 28 Will any other organisation be involved with you in delivering this project/service? If so, describe the nature of the management agreement. Enclose a copy of the agreement if available.


FINANCIAL INFORMATION ABOUT YOUR ORGANISATION AND PROJECT

Question 29

Please indicate other health and social well-being related projects that the organisation is currently in receipt of or seeking funding for, from the Health and Social Care Board, Public Health Agency, Health & Social Care Trusts or any other sources:

Project Total Cost Funding Source Status

Question 30

Has your organisation applied to any other agency for funding in relation to this proposal. Yes No

If yes, please provide details of the organisation, amount sought and the status of your application i.e. funding secured – letter of offer received, application being processed, application to be made or contribution will be in kind.

Question 31

Who will be responsible for managing the finances of this project/service? – Provide contact details


Question 32

Please provide a detailed breakdown of all costs you are seeking funding for using the following pro forma. Please ensure that you also provide a breakdown and rationale for each of the costs. This proforma will be used to determine your award criteria score for costs. Programme costs (detail) £ Rationale for costing

Project running costs & overheads £TravelRent and RatesHeat, light and powerTelephonePostagePrinting and Stationary

Other expenditure


Total Expenditure (annual) £


REFEREE

Question 33Please tell us about someone who can tell us more about your organisation and its work. This person should be independent of your organisation i.e. should not be a member, trustee, beneficiary or a relation.

Name

Occupation

Contact address, including full postcode

Phone: Daytime Evening

This person must be willing to be contacted and know this organisation and its work and if necessary provide written confirmation of support for this application if successful.

CHECKLIST

The following information will be required if your application issuccessful. If you cannot submit the details in relation to a-e below, funding will not be reward and this will result in your application being rejected.

a) a copy of the governing document of the organisation (may include set of rules or memorandum, constitution, rules, articles of association or set of rules defining the aim, objectives and operation procedures for your group) dated and signed, as adopted.

b) a copy of the organisation’s most recent signed audited/unaudited annual accounts; or for new groups, statement of income and expenditure, which are signed by an office holder or auditor;

c) a copy of your most recent bank statement ; andd) a list of current committee members/trustees/directors indicating if

they represent other organisations/groups or if they serve in an individual capacity

e) Organisational chart clearly demonstrating management structure, accounting and governance arrangements for project


This application must be signed by Chairperson, Chief Executive/or most senior staff member and a trustee or senior colleague.

DECLARATION

All the information given is correct and complete.

Please sign below

Signed: Signed:

Print Name: Print Name:

Position: Position:

Date: Date:

The information on this form may be made available to other government departments/agencies/other funding organisations. (Bank details excepted) for the purpose of the prevention of double funding or other irregularities and in the interest of public accountability.

Check that you have fully answered all the questions and supplied all the relevant information. The Commissioner reserves the right to reject any application that is incomplete.

Please send your completed application to:

FAOMrs Alice Grey /Mrs Joan Porter Public Health Agency(Southern Office)Tower Hill Armagh BT61 9DR

Completed applications to be received by: Friday 7th October 2011 @ 4pm

Emailed or faxed applications will not be accepted.

Please remember to keep a copy of this application for your own use.


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