Application Guidance
Southampton Healthy Living
Community Programme Funding
(for £1000 and over)
July 2017- March 2018
Administered by Southampton Voluntary Services (SVS)
Contents:
1. Who is running this fund?
2. About this programme
3. Application process
4. Who can apply?
5. What will the contract pay for?
6. Southampton Healthy Living Priorities
7. How we assess the applications
8. Policies and insurances
9. What happens if we offer a contract
10. Confirming our contract
11. Communication
12. Frequently asked questions
13. Unsuccessful applications
14. Customer care
15. Glossary
2
Who is ‘running this fund’:
This fund is being organised through a consortia consisting of the following organisations:
 Social Care in Action (SCA): Lead organisation within consortium with regard to
contracts
 Southampton Voluntary Services (SVS)
 Southampton City Council(SCC)
 Solent NHS
About this Programme:
The Southampton Healthy Living Community Funding is about supporting Southampton
residents to live fitter, healthier lives to reduce risks of long term illness and life limiting
conditions.
The funding is to help people with achieving changes in their current patterns and
behaviours related to health like leading consistent healthy lifestyles which includes eating
healthily, being more active, stopping smoking and cutting alcohol down.
Funding Streams
The Community Funding Programme has a total of £100,000 available, split into 2 funding
streams, 1 small grants scheme of £10,000 making number of grants up to £250 and a
stream for larger funding managed by sub-contracts. Please see the ‘small grants
guidance if you want to apply for a small grant.
This funding will be managed by SCA as the lead organisation and SVS who are part of the
partnership consortia will co-ordinate and administer the applications.
As a funder are looking to sub-contract with a number of organisations for various amounts
of funding for the remainder of this financial year. For instance you could apply for funding
of any amount up to the maximum of £90,000 dependent on how many people you work
with, number of key geographical areas and priory groups benefiting from your
service/activities, successful experience of delivering services/activities within the
performance indicators outlined below. The funding will be available for groups to start
delivering from the beginning of July 2017 to end of March 2018.
Southampton Healthy Living Targets
Funding is linked to delivery of key performance indicators which are as follows:
 Weight Management-achieve a 5% weight loss from individuals starting points by 12
weeks
 Physical Inactivity-increase their physical activity levels from their starting points by
12 weeks
 Smoking-quit within 4 weeks with a CO reading Alcohol Consumption-reduce
consumption from their starting points by 12 weeks
3
Support and Training
If you are successful you will be required to attend mandatory training linked to capacity
building, good practice, governance etc.
Application
process and next
steps:
1. Please read this guidance in full before you complete your application.
2. Complete the application form and send to Auran Sood by 5 pm Friday
23rd June with specified supporting documents
 Auran Sood – Funding and fundraising development worker at
Southampton Voluntary Services
 Email: [email protected]
 Phone number: 02380 216013
3. Southampton Voluntary Services will process your application, which will be
assessed by a panel made up representatives from the consortia. A decision
would be made within 1 week of receiving your completed application.
4. If you are successful you will be contacted by SCA: Social Care in Action.
You can expect to hear back from us with our decision once we have
checked your supporting documents.
5. Start your project – Beginning of July 2017 – end of March 2018
6. We will monitor your project quarterly with monthly reviews, additionally you
will be required to submit an end of project monitoring report.
Who Can Apply?
Eligibility to Apply
This funding is applicable to voluntary, community and social enterprises (VCSE).
Successful VCSE applications will be those that lead to a demonstrable increase in
physical activity, a cessation of smoking, the reduction of alcohol consumption and
helping people to lose 5% of their body weight. Example activities: walk and talk
groups, cycling initiatives, activities which encourage people to stop smoking and
joining a football team.
The community grant programme will enable opportunities for innovation and piloting
of new models of behaviour change in Southampton. This will provide opportunities
for organisations to apply for wider grant funding.
4
Please note that this funding is contract not grant funding and is arrears funded.
Groups will need to provide quarterly monitoring and monthly reviews. It is important
to make every contact count (MECC)
To reiterate, in order to apply you must have a proven successful track record of
delivering services and activities in the following areas:
 Healthy weights/weight management
 Increasing physical activity
 Smoking cessation
 Alcohol management
You can apply for Southampton Healthy Living Programme funding if you are:







Charitable Incorporated Organisation
Charity registered in England and Wales
Company Limited by Guarantee
Community Interest Company Limited by Guarantee
Industrial and Provident Society
Constituted community organisation
Social Enterprise
Voluntary and community organisations are also known as ‘third sector’ organisations
as they are separate from the public and private sectors. They are value led
organisations established for social purposes rather than the pursuit of profit and they
reinvest surpluses to tackle issues facing people.
Private Companies and Individual (Self-Employed) are also eligible so long as they
can demonstrate social aims.
Conditions that your organisation must meet:






The organisation must have one of the following: A written governing document, a
constitution, memorandum and articles of association, set of rules or trust deed
They must have at least three unrelated people on their board of directors
(companies including community interest companies)
Your organisation will be subjected to an organisation health check.
At least three unrelated trustees on their governing body (registered charities)
At least three unrelated people on their governing body (co-operatives, friendly
societies, industrial and provident societies, unincorporated and unregistered notfor-profit associations).
The organisation must have a membership that is open to all, allowing anyone to
join, unless there is a good reason why this is not appropriate.
5
If you are a branch of a larger organisation:
Independent branches of larger organisations can apply directly to us; they must have
their own governing document and be allowed to manage funds and staff without
referring to another body.
Dependent branches can apply directly to us if they:
 Have their own governing document (or have adopted the parent organisation’s
governing document); AND
 Produce their own annual accounts (which may be included in the parent
organisation’s annual report; and
 Have their own bank or building society account in the legal name of their
organisation as shown on their governing document and are responsible for this
account and how the funds in it are spent.
If we offer a dependent branch a contract, we will ask the parent organisation to
accept overall responsibility for it.
For other dependent branches where there is less local control, the parent
organisation will need to apply.
What the contract will pay for









extra time for existing staff to deliver/support the project
training costs
equipment and materials
activities relating to becoming fitter and healthier
community engagement
promotion
extra costs for your organisation
extra photocopying
extra room hire
Salary costs attached to delivery of KPI’s will be funded. The funding
will not be approved to fund on-going salaries. However the grant can
be used to expand current capacity, in order to allow services to be
delivered.
6
Southampton Healthy Living Priorities
The Southampton Healthy Living Service Specification also states that our services and
subcontractors must provide a universal service but also target those most at risk of health
inequalities. Those living in Southampton are:









Men
Black and Minority Ethnic Groups
Unemployed or who have never worked
Routine and manual workers including carers
Residents from more deprived areas such as:
Area 1 - Woolston
Area 2 - Bitterne
Area 3 - Bevois Town
Area 4 - Redbridge.
People with long term physical and/or mental health conditions
Pregnant Women
Partners of pregnant women
Probation Service users
In order to be successful in your application you must work with one or more of the above
priority groups in Southampton.
For this contract; you will be required to indicate specifically which of a set of healthy living
targets your organisation can meet. These may be referred to as
Key Performance
Indicators or “KPIs”, your level of funding will be determined by these indicators.
We expect your project to be open to everyone who wants to be involved. If you plan to
restrict who can take part you should explain why in your application, so that we can
consider whether this is acceptable.
How we assess the applications
Applications for grant funding will be assessed against a set of predetermined criteria
aligned with service performance indicators and priority groups. Allocations will be made to
VCSE groups who present proposals who will both support KPI delivery and help develop
long term capacity within communities to understand health and wellbeing, support
behaviour change activity and develop the public health capacity across the City.
We expect all applications to be complete on submission. If we receive an incomplete
application, this will be returned to you.
We will require further information from you before payment of your contract. Payments will
be made quarterly in arrears, conditional upon monitoring and meeting KPIs.
If we feel your application is not ready to be implemented this time round we will work with
you to re-apply in subsequent rounds if we feel it would be a benefit to the Southampton
Healthy Living Programme.
The consortium will aim to have a decision to you within a week of receiving a complete
application
7
Policies, Insurances
Your organisation must have a set of policies that explains how you will make sure all
workers, volunteers and participants will be safe. It is your responsibility to have acceptable
safeguarding policies and procedures in place which we may ask to inspect at any time if
we offer you a contract.
The policies we expect to see are:
 Governance
 Safeguarding Vulnerable Adults
 Public liability insurance
 Other insurances
 Health & Safety Policy
 Risk assessment
 Data protection
 Equal Opportunities Policy
Insurance:
Depending on the type of project, you may need public ability insurance or qualified
leaders. It is your responsibility to ensure you have adequate insurance in place.
This should include cover for any assets you buy or events and activities you run using our
contract. We may ask to look at these policies at any time.
Your organisation must be affiliated to a governing body if your project involves a
dangerous sport or activity.
What happens if we offer you a contract?
If you are successful SCA will notify you within one week of the panel meeting by email.
This is a conditional offer based on the information you have provided in your application
and any follow up clarifications.
Once our due diligence is completed we will send you confirmation of the offer. A subcontract will be raised and sent to your senior officer, this person must be a trustee/board
member who has authority to sign contracts on the organisation’s behalf.
The contract will be with the lead organisation SCA within the consortium. The sub contract
will reflect the contract SCA holds with SCC. Schedule 2 & 3 will specify the description of
activities /or services to be undertaken and the finance element.
You must return everything we have asked for as specified in the contract.
You cannot start your project until we have received, checked and approved the signed
contract any other additional documents we may ask for.
If everything you send us meets our requirements we will agree when you can start the
8
project. You can then announce it to the press and media. Following the branding
communication and social media procedures, you can then announce it to the press and
media, should you wish to.
You must inform us of any proposed changes with respect to your organisation or project
including changes to contact details.
Confirming our contract
The contract that will outline when payments are made.
Withdrawing our offer
If what you send is unsatisfactory, we reserve the right to withdraw our conditional fund
offer, and write to you telling you the reasons why. However, if possible we will take steps
to resolve the problem before withdrawing the conditional fund offer.
You can send us a new application, but before you do, you must address the reason why
we withdrew our contract offer. We will assess any new application on its own merits.
Monitoring your contract
If we fund your project we will need you to complete quarterly monitoring reports linked to
agreed priority/s and KPIs as well as an end of contract report to confirm how the contract
has been spent and what you achieved.
You will be expected to have robust accounting procedures in place where all your income
and expenses are recorded and reported as appropriate.
You will also be expected to report your financial information quarterly. We will schedule
formal quarterly monitoring meetings and hold an annual conversation where we will review
the impact and outcomes of the services/activities we have funded. In addition we will
conduct monthly informal liaison meetings or discussions to gain updates on how you are
managing and offer any support required.
Communication
In the spirit of positive working relationships; we encourage open, timely and transparent
communication. If you have any concerns with any aspects of the project activities/services
please contact us at SVS and we will work to resolve your problem.
All communications about the application process for funding will be provided by SVS on
behalf of the consortium. This includes promotion of the community funding programme.
Application process, clarifications and outcomes.
Any communication regarding contracts will be communicated by SCA the lead
organisation within the consortia.
9
Frequently asked questions:
Q: Can we apply again next year?
A: Yes you may apply for a different project or a continuation of your current project.
Q: Can our project meet more than 1 of the 4 priorities?
A: Yes, for example you could apply to meet priorities on cessation of smoking and weight
management as they can be linked.
Q: How many rounds of funding will there be in 2017/2018?
A: This depends on level of success in our first round of funding in June of 2017. If monies
are left after this initial round there will be second round in late September/October 2017
(date TBC).
If your application is unsuccessful
We consider all applications in competition with each other and we know that you will be
disappointed if we decide not to offer you a contract.
If your application is not successful we will write to you telling you the reasons why. Please
consider our reasons carefully before deciding whether to apply again.
If you send us the same application again our experience is that it is also likely to be
unsuccessful.
Your time may be better spent seeking funds from other sources. We suggest you only
apply again for the same project if you can make a much stronger case.
Customer care:
We aim to be efficient, polite and supportive in everything we do.
If you have any general queries regarding the Southampton Healthy Living Community
Programme or specific questions pertaining to the application, please email SVS:
[email protected], the partnership will formulate a response.
Glossary:
SHL
Southampton Healthy Living
SCA
Social Care in Action
SVS
Southampton Voluntary Services
Contract
A contract is generally an agreement to provide a product or service that
is of direct benefit to the awarding agency. Contracts provide for
payments which cover allowable project costs or payment of a fixed
price for satisfactory completion of the project.
10
Grants
Grants are non-repayable funds or products disbursed by one party
grant makers), often a government department, corporation, foundation
or trust, to a recipient, often (but not always) a non-profit entity,
educational institution, business or an individual. In order to receive a
grant, some form of "Grant Writing" often referred to as either a proposal
or an application is required.
MECC
Making Every Contact Count
KPI
Key Performance Indicator
Outcomes
Outcomes are the changes that your project can make over time to
address the need(s) you have identified. They are the result of what you
do, rather than the activities or services you provide. For people, this
might be things like improved health, new skills, more confidence or
getting a job.
Outcomes are best described using words of change, such as: 'more',
'better', 'less' or 'improved'. In some cases outcomes may involve
keeping a situation stable, or stopping things from getting worse.
Depending on your project, outcomes can occur at different levels,
including:





IMD
Individuals and families. E.g. fathers improve their parenting skills
resulting in stronger family relationships
Communities. E.g. fewer young people involved in criminal or antisocial behaviour as a result of participating in a range of positive
activities
The environment. E.g. improvements in local habitats will lead to
higher levels of species biodiversity
Organisations. E.g. charities have greater skills and capacity to meet
local needs
Systems and structures. E.g. a decrease in congestion city-wide
from an increase in cycle routes.
Indices of Multiple Deprivation
11