FUNDING AGREEMENT
This document is the Funding Agreement between LONDON COUNCILS and
[INSERT NAME OF FUNDED ORGANISATION]
in respect of the
[INSERT NAME OF FUNDED PROJECT]
for delivery of the
[INSERT NAME OF PRIORITY SERVICE]
The Funding Agreement is divided into five sections:
Section One
Sets out the Framework of the Grant Scheme, the Expectations of London
Councils and the Standard Conditions under which the Grant is awarded.
Section Two
Stipulates any Additional Conditions of Grant imposed by London Councils in
respect of the Funded Project and which are specific to the delivery of the
particular commissioned Priority Service.
Section Three
Relates specifically to the Funded Project, setting out the Outputs and Outcomes
that are anticipated as a result of the provision of the Grant, and which have
been agreed between the Funded Organisation and London Councils.
Section Four
Sets out the Reporting Requirements which will enable proper monitoring and
evaluation of the progress of the Funded Project.
Section Five
Appendices
Appendix 1 - The Undertaking at Part 1 and, for unincorporated bodies, the
Management Committee Authorisation, at Part 2.
Appendix 2 – Bank Details Form to enable payment of any Grant to the Funded
Organisation.
Appendix 3 – Service Specification for the Priority Service to be delivered
through the Funded Project.
Appendix 4 – Monitoring Information Requirements.
Appendix 5 – Guidance regarding submission of Audited Accounts.
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SECTION 1 - LONDON COUNCILS’ STANDARD EXPECTATIONS AND REQUIREMENTS
[A] Framework:
1.
London Councils administers the London-wide Scheme on behalf of the 33 London Local
Authorities. Any grant funding provided as a result of this Funding Agreement is awarded
under this Scheme.
2.
In order to be eligible for funding under the Scheme an organisation must:
3.
4.
2.1.
provide cross-borough, sub-regional or London-wide services as (single borough
services cannot lawfully be funded);
2.2.
be constituted to provide services in more than one London borough;
2.3.
be constituted as a not for profit organisation (whether as a voluntary organisation or
otherwise), as local authorities and other public bodies may not lawfully be funded;
and
2.4.
not operate for profit.
London Councils has agreed, by a decision of the Leaders’ Committee on 13 September 2005,
on behalf of the 33 London Local Authorities, that, as a matter of policy, funding may be
awarded under the Scheme where it:
3.1.
increases access to London’s opportunities, or
3.2.
reduces social exclusion, poverty and disadvantage, or
3.3.
promotes equality and reduces discrimination.
A Commissioning approach has been adopted as the main way of allocating funding through
the Scheme to the voluntary and community sector to achieve the objectives set out in clause 3
above. Commissioning aims to ensure that:
4.1.
Priority Services are available to those who need them wherever they live in London
4.2.
priorities and outcomes are better informed and more strategic
4.3.
funding focuses on the most effective ways of meeting needs
4.4.
resources are distributed and used efficiently, and
4.5.
there is a better match between London Councils’ priorities, what London Councils
funds and what London Councils achieves with this funding.
[B] Definitions:
5.
Definitions of the terms used in this Funding Agreement are:
5.1.
“The Act” means the Local Government Act 1985.
5.2.
“Additional Conditions” means any conditions, additional to the Standard Conditions,
upon which the Grant is provided and by which the Funded Organisation must abide.
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5.3.
“Applicant” means the person(s), organisation(s) or partnership/consortia making an
application to London Councils for a Grant.
5.4.
“Authorised Signatory” means that person authorised to act on behalf on the Funded
Organisation to enter into the Undertaking and all obligations under this Funding
Agreement, and in respect of any Funded Organisation which is an unincorporated
body refers to the Nominee properly appointed by them.
5.5.
“Bank Details Form” means the form specifying the details of the bank account of the
Funded Organisation into which any Grant will be paid.
5.6.
“Beneficiaries” means those persons or voluntary organisations which the Funded
Project is intended to benefit, such as service users, member organisations or target
groups. These terms may be used interchangeably within this Funding Agreement.
5.7.
“Commissioning” means the strategic process of specifying, securing and monitoring
services to meet people’s needs.
5.8.
“The Director” shall mean London Councils’ Director of Social Policy and Grants for
the time being, or the officer responsible for the administration of Grants.
5.9.
“Excluded Services" means those services for which Grant Applications will not be
accepted and include services which fall into one or more of the following categories:
(a)
(b)
(c)
(d)
services designed to promote or oppose any political party or political cause or
otherwise engage in party political activity,
services which cover a policy field or area much broader than London, or which
do not separately identify and specifically provide a service for a significant
number of people in London,
services designed to support a campaign aimed primarily at persuading Central
Government to change one of its national policies,
services which only benefit one London borough area.
5.10.
“Funded Organisation” means the person(s), organisation(s) or partnership/consortia
to which a Grant is provided.
5.11.
“Funded Project” means the project in respect of which a Grant is being provided
under this Funding Agreement , being [INSERT NAME OF FUNDED PROJECT] to
enable delivery of the particular Priority Service, being [INSERT NAME OF PRIORITY
SERVICE BEING FUNDED].
5.12.
“Funding Agreement” means this Agreement and includes the Undertaking.
5.13.
“Grant” means such sum as may be approved for payment under the Scheme.
5.14.
“Grant Application” means the documents comprising the Funded Organisation’s
application for a Grant.
5.15.
“Grants Committee” means the committee, comprising one elected member
representative from each of the 33 London Local Authorities, which makes all
decisions relating to the making of Grants and the operation of the Scheme, save
those which are reserved to the Leaders’ Committee of the London Councils and its
constituent councils.
5.16.
“Grant Conditions” means the conditions, including the Standard Conditions and any
Additional Conditions, upon which the Grant is provided as set out in this Funding
Agreement.
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5.17.
“Leaders Committee” means the joint committee of the 33 London Local Authorities
which undertakes functions delegated to it by them.
5.18.
“London Councils” means the Grants Committee and the Leaders Committee in
respect of those functions of the 33 London Local Authorities delegated to each of
them.
5.19.
“Management Committee Authorisation” means the formal authority given to a
Nominee to act as the Authorised Signatory for an unincorporated Funded
Organisation, which authority must be evidenced to London Councils in the form
annexed at Appendix 1.
5.20.
“Nominee” means that person properly authorised by a Management Committee
Authorisation to act on behalf of an unincorporated Funded Organisation.
5.21.
“Outcome Indicators” means the markers enabling the Outcomes to be measured and
assessed.
5.22.
“Outcomes” means the changes and/or improvements experienced by the
Beneficiaries.
5.23.
“Outputs” means the specific activities or services the Funded Organisation is
expected to deliver through the Funded Project.
5.24.
“Priority Service” means that service which addresses identified key needs of the
community within London which should benefit from funding under the Scheme and
which has been agreed by London Councils on behalf of the 33 London Local
Authorities.
5.25.
“Service Specification” means the document setting out the requirements for delivery
of a Priority Service to enable Applicants to submit an application for funding.
5.26.
“Scheme” means the London-wide scheme for the making of grants to eligible
voluntary organisations which has been established under section 48 of the Local
Government Act 1985 by the 33 London Local Authorities.
5.27.
“Standard Conditions” means the conditions upon which the Grant is provided and by
which the Funded Organisation must abide.
5.28.
“Undertaking” means the formal written and enforceable agreement of the Funded
Organisation to comply with the terms and conditions of this Funding Agreement (in
particular the Grant Conditions).
5.29.
“33 London Local Authorities“ means the 32 London borough councils and the
Common Council of the City of London in its capacity as local authority.
[C]
London Councils’ Expectations of the Funded Organisation
6.
Before payment of any Grant will be made to the Funded Organisation, it must provide the
original copies of the following documents to London Councils, properly completed, retaining
copies for its own records:
6.1.
6.2.
the Undertaking, and in respect of unincorporated organisations, the Management
Committee Authorisation, in the form at Appendix 1 to this Funding Agreement, and
the Bank Details Form, in the form at Appendix 2 to this Funding Agreement.
4
7.
In providing funding to the Funded Organisation, London Councils is making an investment in
the Funded Organisation’s activities to enable it to develop and secure Priority Services for
Londoners. However, because London Councils is a public body and is utilising “public
money”, this places obligations upon both London Councils and the Funded Organisation to put
in place proper safeguards to help ensure that the funding meets any relevant legal
requirements, and achieves the benefits that are anticipated at the time the Grant is awarded.
8.
Consequently, London Councils attaches Grant Conditions to its grant aid which are designed
to reflect London Councils’ own responsibilities, the responsibilities of a Funded Organisation,
and good practice in the grants sector.
9.
Every Grant has Standard Conditions attached to it and occasionally the Grants Committee will
attach Additional Conditions to the award of the Grant. The Standard Conditions are set out at
Section 1 [D] below while any Additional Conditions are set out at Section 2 below.
10.
London Councils will also have expectations as to what the Funded Project should deliver in
meeting the needs of the Beneficiaries of the Priority Service and these Outputs and
Outcomes, being consistent with the Service Specification annexed at Appendix 3, are detailed
at Section 3 below.
11.
The Funded Organisation must also comply with the Monitoring and Evaluation requirements
set out at Section 4 below to enable London Councils to monitor the success of the Funded
Project in delivering the Priority Service.
[D] Standard Conditions of Grant
12. The Funded Organisation shall perform the obligations set out below.
12.1.
In accordance with Clause 6 above, properly complete the Undertaking, the
Management Committee Authorisation (where necessary), and the Bank Details Form
to enable the Grant to be paid to the Funded Organisation.
12.2.
Use the Grant wholly and exclusively for the purpose specified in this Funding
Agreement.
12.3.
Keep proper and up-to-date records showing how the Grant and any past financial
assistance
from
local
or
public
authorities
has
been
used.
12.4.
Provide London Councils with such periodic progress reports and other information
which may be required from time to time, and keep London Councils fully informed at
all times of all matters relating to the need for, and use of, the Grant. The Funded
Organisation shall immediately notify the Director in writing if there is any material
change affecting its finances or activities or any other matters stated in the Grant
Application throughout the period that the Grant is being provided.
12.5.
Provide a full annual report on how the Grant has been used since it was approved,
including such details as the Director may reasonably require.
12.6.
Have a formal constitution with clearly identified aims and objectives. The Funded
Organisation shall not, during the period in respect of which the Grant is provided,
undertake additional conflicting aims and objectives outside the permitted scope of
Section 48 of the Act.
12.7.
Show that it is able to operate on a viable basis, has adequate expertise to carry out
and manage the Funded Project, and take all reasonable steps to seek and obtain
5
from sources other than the Grants Committee, additional funding for activities
including the Funded Project.
12.8.
Have adequate internal arrangements, either in the form of a set of regulations or a
code of practice, by which the Funded Organisation’s financial affairs can be
adequately controlled, which shall be complied with throughout the period in respect of
which the Grant is provided.
12.9.
Keep proper books of accounts and:
(a)
(b)
where the Grant from the Grants Committee exceeds £20,000 in any year, have
such books of accounts independently audited annually by a CCAB accountant,
or
where the Grant from the Grants Committee is £20,000 or less in any year, have
such books of accounts independently examined by a person competent to do
so unless, notwithstanding this Clause 12.9(b), the constitution of the Funded
Organisation requires the annual accounts to be audited or the Grants
Committee, by special condition or otherwise, requires the Funded Organisation
to have its accounts audited.
12.10.
Submit the audited or independently examined (as appropriate) accounts, signed by or
on behalf of the Management Committee of the Funded Organisation, to London
Councils within 28 days of the completion of the audit or examination, which must be
no later than nine months after the end of the Funded Organisation’s financial year.
Failing this, payment of any subsequently approved or outstanding Grant may be
withheld, and if the accounts are qualified, a copy of any management letter shall be
submitted to London Councils.
12.11.
Submit for inspection the books of accounts and other records (or certified copies of
them), as may be required relating to the use of the Grant, within 14 days of a request
to do so.
12.12.
Ensure that no person involved in the audit/independent examination has any
business or personal relationship to any other person involved in any day-to-day
operation of the Funded Organisation.
12.13.
Where the Grant from the Grants Committee exceeds £2,000, ensure that the audited
accounts include a statement showing the use to which the Grant has been put, in
accordance with Section 37 of the Local Government and Housing Act 1989.
12.14.
Operate, throughout the period in respect of which the Grant is paid, such policies of
equal opportunity and non-discrimination, both as an employer and in the provision
and availability of services, as shall have been notified to the Funded Organisation by
London Councils at the time of the Grant Application.
12.15.
With regard to any post which is funded by a Grant provided by the Grants Committee,
ensure that it is openly advertised and filled following competitive open interview
procedures and with due regard to all relevant legislation.
12.16.
During the period for which the Grant is provided, develop, adopt, effect and monitor
quality assurance measures to govern the most effective development and delivery of
the Funded Project and broader operation of the Funded Organisation which shall be
to the satisfaction of the Director, during the period for which the Grant is provided.
12.17.
Demonstrate that it actively promotes equality for disadvantaged groups through the
service delivery, marketing, evaluation and management of the Funded Project in
delivering the Priority Service.
6
12.18.
Strive to achieve best practice in the voluntary and community organisations’ sectors,
particularly in respect of the application of equalities and anti-discriminatory legislation.
12.19.
Through continuous monitoring, demonstrate how it will act to protect the health and
safety of service users, staff and volunteers.
12.20.
Demonstrate it has developed proportionate and appropriate environmentally-friendly
ways of working.
12.21.
Comply with all relevant statutory and other legal requirements (including all relevant
rules, regulations and orders) pertaining to the operation of its business and all
associated matters, including those obligations relating to employment.
12.22.
Agree not to:
(a)
(b)
13.
undertake, support or promote any activity or organisation intended to provide or
engage in Excluded Services using the Grant that the Grants Committee
provides, and
publish any material which, in whole or in part, appears to be designed to affect
public support for a political party where the Grant is made in whole or part for
the purposes of publishing material.
12.23.
Acknowledge the support of London Councils in all printed materials by using London
Councils’ approved logo or wording as appropriate and set out in the guidance notes
issued by London Councils from time-to-time.
12.24.
Repay to the Grants Committee forthwith on demand, all or part of the Grant (as may
be specified by the Grants Committee) if the Funded Organisation is dissolved,
wound-up, disbanded, declared insolvent or bankrupt or otherwise ceases to operate
(whether the subject of formal proceedings or not).
12.25.
Repay to the Grants Committee forthwith on demand, all or part of the Grant (as may
be specified by the Grants Committee) if the Funded Organisation ceases to be a
voluntary organisation as defined by the Act or ceases to operate for the purposes in
respect of which the Grant was paid.
12.26.
Repay to the Grants Committee forthwith on demand, all or part of the Grant (as
specified by the Grants Committee) if the Funded Organisation has failed to comply
with any Grant Conditions or any other obligations under this Funding Agreement.
12.27.
Ensure that a representative attends a London Councils’ Induction Seminar prior to the
start of funding for the Funded Project.
12.28.
Ensure that the manager responsible for the Funded Project, or one of its other
managers, attends a London Councils’ Environmental Sustainability seminar.
12.29.
Ensure that where the Funded Project provides a Priority Service to children and
vulnerable adults, the manager responsible for it, or one of its other managers, attends
a London Councils’ Child/ Vulnerable Adult Protection seminar.
Where a Grant is sought by a Consortia/Partnership of eligible organisations, the lead partner
must have a constitution that complies with clause 12.6 above. Each partner must have a
constitution that enables them to undertake those activities that they will perform as part of the
consortia/partnership arrangement. There must be a partnership agreement in place
specifying the terms of reference for the consortia/partnership, roles and responsibilities of
7
each partner and processes for dispute resolution (particularly where one partner is failing to
deliver their agreed services).
14.
The Funded Organisation acknowledges the following.
14.1.
All Appendices to this Funding Agreement, in particular Appendix 1, form part of this
Funding Agreement.
14.2.
The Funding Agreement is executed by the Funded Organisation when it signs the
Undertaking, annexed at Appendix 1.
14.3.
Payment of the Grant is limited to the amount, and for the period specified, in this
Funding Agreement and does not imply any commitment or agreement to any further
funding.
14.4.
Payment of the Grant shall only be made in respect of actual costs incurred, as
follows:
(a)
(b)
(c)
on receipt by London Councils of invoices properly certified,
on receipt by London Councils of reasonable evidence of expenditure properly
incurred as may be required by the Director, or
subject to such future provision or proof of expenditure as London Councils may
from time-to-time require.
14.5.
Where a Grant is approved for a period of more than one year, this approval is subject
to adequate funding being provided by the constituent councils to London Councils to
meet the cost of the on-going Grant.
14.6.
Where a Grant is approved for a period of two or more years, the anticipated Outputs
and Outcomes referred to in Section 3 will be subject to review and renegotiation in
light of what has been actually achieved.
14.7.
Where other substantive developments arise which, for example, affect:
(a)
(b)
(c)
the nature of the services needed in a specific sector.
the operational approach of a specific sector, or
the priorities of a specific sector.
the anticipated Outputs and Outcomes recorded in Section 3 may be subject to review
and renegotiation.
14.8.
It is its own responsibility to be cognisant with all relevant legislation.
14.9.
All information submitted to London Councils by it will be subject to the requirements
of the Freedom of Information Act 2000.
14.10.
Failure to comply with these Standard Conditions will result in payments of the
Grant being withheld until matters are resolved to the satisfaction of the
Director and any failure to resolve such matters or any persistent breaches of
the terms and conditions of this Funding Agreement may, with reasonable
notice, result in the Grant being withdrawn.
8
SECTION 2 – ADDITIONAL CONDITIONS OF GRANT
15.
The Funded Organisation shall meet the following Additional Conditions of Grant relating to the
delivery of the Priority Service commissioned through the Funded Project:
15.1.
[OFFICER TO FILL IN ANY SERVICE SPECIFIC REQUIREMENTS SUCH AS QUALITY
ASSURANCE STANDARDS.]
[OFFICERS TO COPY IN CONDITIONS OUTSTANDING FROM THE APPLICATION
PROCESS.]
16.
Failure to comply with these Additional Conditions will result in payments of the Grant
being withheld until matters are resolved to the satisfaction of the Director and any
failure to resolve such matters or any persistent breaches of the terms and conditions of
this Funding Agreement may, with reasonable notice, result in the Grant being
withdrawn.
9
SECTION 3 17.
SPECIFIC
ORGANISATIONAL
REQUIREMENTS
EXPECTATIONS
AND
The Funded Organisation shall achieve the following Outputs and Outcomes in delivering the
commissioned Priority Service through the Funded Project:
17.1.
Outcome 1. (Generic to the service)
Number of
Beneficiaries
Indicators:
Outputs relating to Outcome 1:
17.2.
Outcome 2. (Generic to the service)
Number of
Beneficiaries
Indicators:
Outputs relating to Outcome 2:
17.3.
Outcome 3. (Generic to the service)
Number of
Beneficiaries
Indicators:
Outputs relating to Outcome 3:
17.4.
Outcome 4. (Generic to the service)
Number of
Beneficiaries
Indicators:
Outputs relating to Outcome 4:
17.5.
Outcome 5. (Generic to the service)
Number of
Beneficiaries
10
Indicators:
Outputs relating to Outcome 5:
18.
The Funded Organisation shall deliver the Funded Project to the proportion and total number of
Beneficiaries agreed at the relevant Grants Committee meeting. The service delivery pattern of
Outcomes for each London borough is set out in the table below.
Borough
Beneficiaries Borough
No.
%
Barking and Dagenham
Barnet
Beneficiaries
No.
%
Hounslow
Islington
Kensington and
Chelsea
Kingston upon
Thames
Lambeth
Lewisham
Merton
Newham
Redbridge
Richmond upon
Thames
Southwark
Sutton
Tower Hamlets
Waltham Forest
Wandsworth
Westminster
Bexley
Brent
Bromley
Camden
City of London
Croydon
Ealing
Enfield
Greenwich
Hackney
Hammersmith and Fulham
Haringey
Harrow
Havering
Hillingdon
Total number of Beneficiaries
19.
London Councils acknowledges that actual delivery may vary from the figures set out at Clause
18 above. Where this is the case, the Funded Organisation will agree any revisions to the
service delivery pattern with London Councils.
20.
London Councils reserves the right in appropriate cases to renegotiate the service delivery
pattern with the Funded Organisation due to external factors, including changing needs of
Beneficiaries and population mobility.
21.
London Councils acknowledges that there will be an element of risk in the delivery of the
Funded Project (for example, unexpected needs, changes in personnel or unexpected costs)
all of which may impact on the Outputs and Outcomes of the Funded Project. London Councils
will provide additional support and guidance to the Funded Organisation where appropriate,
and where London Councils is of the opinion that the Funded Organisation would benefit from
this, in order to help it achieve the anticipated Outputs and Outcomes.
11
SECTION 4 - MONITORING AND EVALUATION
22.
London Councils has a statutory duty to review needs in London and identify disadvantage with
a view to focusing funding where it will make a real difference. In order to assess the impact of
its funding, London Councils’ Grants Committee has adopted an outcomes based approach
requiring that the Funded Organisation deliver, through the Funded Project, measurable
changes and/or improvements to the intended Beneficiaries of the Priority Service. The
progress must be demonstrated through evidence of the difference the interventions are
making to those Beneficiaries.
23.
London Councils’ Policy and Grants Officers will work with the Funded Organisation to identify
progress towards Funded Project’s intended Outcomes and Outputs which may involve:
23.1.
a visit to the Funded organisation
23.2.
an invitation to visit London Councils, and/or
23.3.
requests for additional information, and
the Funded Organisation is required to co-operate with London Councils accordingly.
24.
The Funded Organisation will be required to provide monitoring information to London Councils
regarding the delivery of the Outputs and Outcomes in the form set out at Appendix 4 to this
Funding Agreement. This monitoring information will be provided by way of both a six-monthly
monitoring return and an annual monitoring return. The Funded Organisation will need to
ensure that it has the necessary systems in place to be able to provide the analysis as required
in Appendix 4 .
25.
The Funded Organisation must also provide the following information annually to London
Councils:
25.1.
a breakdown of service users by London borough
25.2.
a breakdown of service users by ethnicity, gender and disability
25.3.
a breakdown of staff by ethnicity, gender and disability
25.4.
a breakdown of management committee members by ethnicity, gender and disability;
and
25.5.
a signed copy of the annual audited accounts which must include a Section 37
statement (please refer to Appendix 5 for details).
26.
The Funded Organisation must co-operate with other Funded Organisations, in receipt of a
Grant for the delivery of the same or similar Priority Service(s), to agree a protocol for data
collection. This protocol should be developed in partnership with, and approved by, London
Councils within three months of the induction seminar and should be adhered to for the
duration of the Funded Project. Guidance notes relating to this requirement are contained
within the London Councils’ funding induction pack and further information will be made
available to the Funded Organisation at Induction Seminars.
27.
Continued funding by London Councils under this Funding Agreement will be subject to London
Councils’ assessment of the monitoring information provided by the Funded Organisation in
accordance with the terms and conditions of this Funding Agreement.
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SECTION 5 – APPENDICES
Appendix 1 -
Contains the Undertaking at Part One, and for unincorporated bodies, the
Management Committee Authorisation, at Part 2.
Appendix 2 –
Bank Details Form to enable payment of any Grant to the Funded Organisation.
Appendix 3 –
Service Specification for the Priority Service to be delivered through the Funded
Project.
Appendix 4 –
Monitoring Information Requirements.
Appendix 5 –
Guidance regarding submission of Audited Accounts.
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APPENDIX 1 PART 1 -
UNDERTAKING AND MANAGEMENT COMMITTEE AUTHORISATION
UNDERTAKING TO ACCEPT THE TERMS AND CONDITIONS OF THIS FUNDING
AGREEMENT
I,
(insert full name of Authorised Signatory)
being the Authorised Signatory for:
(insert name of Funded Organisation)
of:
(insert registered address/street address of the
Funded Organisation)
in consideration of the Grant of £ [INSERT AMOUNT OF GRANT]
made by London Councils’ Grant Committee to the Funded Organisation for the period
[INSERT PERIOD OVER WHICH GRANT AWARDED]
for the purposes of the Funded Project, [INSERT NAME OF FUNDED PROJECT],
hereby agree, on behalf of the Funded Organisation, that it will comply with the Grant
Conditions and any other obligations under the Funding Agreement and that, in the event of
any breach of the provisions thereof, the Grant or such part of it as the Grants Committee
may determine together with the interest thereon from the date of demand to the date of the
payment at the rate of 4% per annum over the Royal Bank of Scotland base rate from time to
time shall be forthwith repaid on demand to the Grants Committee and shall be recoverable
(without prejudice to any other right of action occurring in respect thereof) by the Grants
Committee by action for debt.
Signed:
Position office held in Funded
Organisation:
Date:
NB:
Where the Funded Organisation is an unincorporated body the Authorised
Signatory to this document should be the Nominee who has been authorised by
Management Committee Authorisation to sign the Undertaking as evidenced in
the form set out at Appendix 1, Part 2 below.
14
APPENDIX 1 – UNDERTAKING AND MANAGEMENT COMMITTEE AUTHORISATION
PART 2 -
UNINCORPORATED BODIES MANAGEMENT COMMITTEE AUTHORISATION
FOR NOMINEE TO ACT
The Management Committee of ____________________________________________
(insert full name of Funded Organisation) being an unincorporated body has authorised the
following Nominee:
Full Name of Nominee in Block
Capitals:
Signature of Nominee:
Nominee’s Position
Organisation:
in
Funded
to act as Authorised Signatory for the Funded Organisation and thereby to enter into the
Undertaking given to the London Councils Grants Committee in consideration of the Grant
for the Funded Project _____________________________________________________
______________________________________________(insert name of Funded Project)
to deliver the Priority Service _________________________________________________
(insert name of commissioned Priority Service).
Date of Authorisation:
Two members of the Management Committee, other than the Nominee, hereby endorse the
above and confirm that it is a true signature of the Authorised Signatory.
Full Name:
Full Name:
Position
in
Funded
Organisation:
Position
in
Funded
Organisation:
Signature:
Signature:
Date:
Date:
15
APPENDIX 2 – BANK DETAILS FORM
BANK/BUILDING SOCIETY DETAILS FOR [Name of Funded Organisation]
1. Legal name of Funded Organisation
2. Name of Bank/Building Society
3. Address of Bank/Building Society
Postcode
4. Sort Code
5. Name of Account
6. Account Number
Bank Stamp (to be completed by your bank):
To the bank: London Councils requires the bank to validate that the account
details on this form correspond to the organisation named in box 1 by stamping
this space with a stamp indicating the branch name and number.
16
APPENDIX 3 – SERVICE SPECIFICATION FOR THE PRIORITY SERVICE
17
APPENDIX 4 - MONITORING INFORMATION REQUIREMENTS
Borough Breakdown of Beneficiaries
Borough
% Agreed by
%
Grants
Reporting Borough
Committee
Period
Barking and
Dagenham
Barnet
% Agreed by
%
Grants
Reporting
Committee
Period
Hounslow
Islington
Kensington and
Chelsea
Kingston upon
Thames
Lambeth
Lewisham
Merton
Newham
Redbridge
Richmond upon
Thames
Southwark
Sutton
Bexley
Brent
Bromley
Camden
City of London
Croydon
Ealing
Enfield
Greenwich
Hackney
Hammersmith
and Fulham
Haringey
Harrow
Havering
Hillingdon
Tower Hamlets
Waltham Forest
Wandsworth
Westminster
Total number of Beneficiaries
Type of Beneficiary – person, family,
voluntary organisation (for 2nd tier),
audience or participant (cultural
projects)
Guidance Note:
For the purpose of this analysis, your Beneficiaries could be individuals or, for second tier
organisations, other voluntary sector organisations. Figures should be expressed in percentages.
Please round percentages up or down to one decimal place and ensure that the total adds up to
100%. You should also tell us the total actual number of Beneficiaries.
These figures should relate to the specific Funded Project to which London Councils contributes
rather than the work of your organisation as a whole.
You should calculate percentages by dividing the number of Beneficiaries for each borough by the
total number of Beneficiaries and multiplying by 100. For example, if you have five Beneficiaries from
Brent and a total of 30 Beneficiaries, the percentage for Brent is: five divided by 30 times 100, which
equals 16.7%. Please limit percentages to one decimal place.
18
Equalities Data for the Funded Project
Ethnic Background
BENEFICIARIES
MANAGEMENT
COMMITTEE
No.
%
STAFF &
VOLUNTEERS
No.
%
BENEFICIARIES
No.
%
MANAGEMENT
COMMITTEE
No.
%
STAFF &
VOLUNTEERS
No.
%
Gender
BENEFICIARIES
No.
%
MANAGEMENT
COMMITTEE
No.
%
STAFF &
VOLUNTEERS
No.
%
Number of women
Number of men
Older People (over 50
years)
BENEFICIARIES
No.
%
MANAGEMENT
COMMITTEE
No.
%
STAFF &
VOLUNTEERS
No.
%
Number of people over 50
years
Children & Young people
(under 24 years)
BENEFICIARIES
No.
%
MANAGEMENT
COMMITTEE
No.
%
STAFF &
VOLUNTEERS
No.
%
No.
%
White:
British
Irish
Other White Background:
Eastern European
Mixed background:
White & Black Caribbean
White & Black African
White & Asian
Other mixed background
Asian or Asian British
Indian
Pakistani
Bangladeshi
Other Asian background
Black or Black British
Caribbean
African
Other Black background
Chinese or other ethnic
group
Chinese
Other ethnic group
TOTAL
Disability
Number of people declaring
themselves to be disabled
Number of people under 24
years
19
Outcomes:
Outcomes Listed in Funding
Agreement
Outcome Indicators
Method of Monitoring
Outcome 1:
Outcome 2:
Outcome 3:
Outcome 4:
Outcome 5:
20
Actual Outcomes
Achieved
Actual Outcome Indicator
Achievements
APPENDIX 5 – GUIDANCE REGARDING SUBMISSION OF AUDITED ACCOUNTS
The Local Government & Housing Act 1989 (“the 1989 Act”)includes specific reference to the
accountability of voluntary organisations to their statutory funders.
Section 37 of the 1989 Act requires organisations receiving a grant or loan of £2,000 or more from a
local authority to make a statement, in writing, of the use to which the grant/loan was put within 12
months of it being made. Sub-section 3 (4) provides that the statement can be made in the annual
accounts of the organisation.
This Funding Agreement requires all Funded Organisations receiving a Grant in excess of £2,000 to
include a Section 37 Statement in their independently audited accounts. (Standard Conditions of
Grant 12.13)
The purpose of the Section 37 Statement is to ensure that:

The Grant was spent on the purposes for which it was awarded

Other funders can easily see the purposes for which the Grant was made

the possibility of double-funding is reduced.
The Section 37 Statement must form part of the main body of the accounts, so that anybody who
receives the accounts has access to the it.
Format of the Section 37 Statement
There are no hard and fast rules as to the format and content of the statement because it depends
upon such things as the proportion of a Funded Organisation’s income that the funding represents
and the purpose of the Grant. For ease of reference, the Funded Organisation should have a
subheading in the accounts: “Section 37 Statement”.
The minimum information it must contain is the amount of Grant received during the financial year
and the purpose of the Grant as specified in the Funding Agreement. There should be a statement
from the auditor confirming that the Grant was fully used for the purposes it was awarded. Where the
Grant has been underspent, this should be made clear.
How this information is presented in the accounts may vary, depending on the size of the Funded
Organisation and the amount of funding the Funded Organisation receives. For some organisations
this would mean a simple statement to satisfy the section 37 requirement. For others, more detailed
notes to the accounts may be necessary.
The following are two examples that might help identify which is the most appropriate approach for
your organisation:
1. Where an organisation is almost entirely dependent upon London Councils’ funding (or it
forms a very high proportion) and the Grant is for specific purposes e.g. salaries and
associated running costs.
In these circumstances, the accounts themselves will show how the Grant has been spent and
whether there was any underspend at the end of the year. In this instance, a simple statement
containing the minimum information will suffice.
“As the Income & Expenditure Account shows, the grant of £X from the London Councils Grants
Committee was expended for the purposes for which it was awarded”.
2. Where a large organisation receives a Grant for a specific purpose from London Councils.
21
The accounts themselves would not normally show sufficient detail about how each grant that the
organisation received, often from many sources, was spent. This would be dealt with by Notes to the
Accounts.
The Notes relating to London Councils’ funding should show how much Grant was received, what it
was for, how it was spent and identify any underspend. In most cases, this would be most easily
done by a table showing how the Grant has been used. The Section 37 Statement confirming that
the Grant has been used for the purposes that it was awarded would then only need to refer back to
that table.
“Grant aid of £31,000 was received in 2005/06 from London Councils for the Rough Sleepers
Project. The following table illustrates what the money was awarded for and that it has been used for
these purposes:
Salary of P/T Development
Officer
Training (inc Volunteers)
Rent
Running costs
Purchase of PC and printer
Grant
(£)
Grant
(£)
17,000
15,900
4,000
5,400
3,000
1,600
31,000
4,000
4,900
3,000
1,600
29,400
A sum of £1,600 remained unspent at 31 March 2006”.
22
Spent