Terms of Reference for
the making of awards by the Barton & Dunstall Key
Trust
Revised and Approved by the
Trustees on 10th August 2018
Amended and approved by Trustees on
13th May 2022
- 1. The Barton and Dunstall Key
Trust (Reg. No. 217929) makes grants to
Individuals to relieve either generally
or individually those who are in
conditions of need, hardship, or
distress and to groups & organisations
towards the provision of other
activities that benefit the community
and residents in the Trust’s area of
operation.
The Trustees can consider applications from:
1.1 organisations that
are able to satisfy the Trustees of
their ability to run efficiently, are
sustainable and are open to all
residents appropriate to that
organisation.
1.2 individual
young people involved in
extra-curricular activities
which build character and also develop
or improve skills and qualifications.
This may include musical & sporting
activities and the opportunity to
realise an ambition but would
not normally include clothing,
equipment, club subscriptions or tuition
fees.
1.3 individuals of
any age who have an infirmity or
disability or are in distress through
illness, bereavement, accident, or
financial circumstances. Both
temporary and longer-term circumstances
may qualify.
1.4 new
applicants for the receipt of Christmas
vouchers will be required to
submit an application form (see points 3
and 15) and be endorsed by at least one
Trustee who either has personal
knowledge of the circumstances of the
applicant or is able to substantiate the
element of need.
1.5 where an
application is made and involves health
or other issues outwith the reasonable
knowledge of the Trustees, then the
applicant (or suitable person with the
applicant’s permission) should obtain a
letter of support from someone
qualified to give support to
their claim.
NOTE
a) Grant applications from
companies, organisations or individuals
who are trading for profit and
where the grant would be used to cover
costs that should rightly be borne by
the business will be refused. Where such
an application is made to assist in an
activity that does not directly benefit
the business but is believed by the
Trustees to have value to the community
then such applications can be
considered.
b) Where an
application is for financial assistance
that should normally be met from Public
sources then only in exceptional cases
would a grant be made. Under normal
circumstances such applications would
not be granted. Awards will not be made
for the direct benefit of educational
establishments or activities which are
normally the responsibility of the
County or Local Authority, Health
Service or Government. The Trustees may
consider applications for
services that augment those that the
State should provide where that
will speed recovery from illness or
assist with a disability. We will not
support applications where a more
cost-effective solution exists or where
provision may be unsafe.
c)
Where a grant is made to an
individual to undertake a trip
or achieve an ambition that the Trustees
believe is beneficial to the applicant’s
development (whether or not voluntary
work forms part of the application) then
they would not qualify for future
funding for a similar activity.
Applicants should demonstrate in their
application what the personal
development benefits they expect to gain
from the activity or trip and include
details of the cost of the trip and or
equipment they may need to undertake it.
Grants are not automatic, and Trustees
will expect to see evidence of the
applicant’s own fundraising efforts to
help pay for the cost of the activity.
When deciding an award Trustees will
take into account:
a. The
applicant’s personal circumstances
b. The potential personal
development benefits and any other new
or improved skills and
c. What
the applicant has done and intends to do
to raise funds for the activity
d) Requests for funding of
Further Education fees or for
assistance in the purchase of books or
equipment will not be granted. Further
Education is defined as post state/free
education.
e) Where a
request involves the beneficiary (or
heirs) possibly receiving a
financial benefit e.g., the sale of
property after the Trust has paid for
work on the property or a capital item
with a sell on value then the Trustees
can, if they decide, make a grant
conditional. This may take the form of a
non-repayable loan over a period of
time. If at the end of the period the
claimant remains in possession of the
asset then nothing will be repaid but
should it be disposed of during that
period then a pro rata sum will be
claimed by the Trustees based on the
unexpired period of the loan i.e. a
grant offered on a five year period but
disposed of after three years would
leave an amount equal to two fifths of
the original grant value to be repaid.
- 2. The geographical areas
supported by the Trust are the
civil parishes of Barton under Needwood
and Dunstall. Requests for
assistance will be considered only from
individuals residing within that area,
or organisations supporting people who
reside within that area, other than in
exceptional circumstances. Any
application which seeks to benefit a
charity directly or indirectly, good
cause, organisation or individual
outwith the Parishes of Barton under
Needwood or Dunstall will not be
granted.
3. All
applications must be in writing and
supported as in 13 below.
Applications may be made either by
individuals themselves or, with their
agreement, by written recommendation to
the Trustees by a friend, neighbour or
professional who has detailed knowledge
of, and can vouch for, the applicant’s
needs and circumstances. Organisations
seeking grants may have charitable
status, should be non-profit making with
written objectives and a constitution
that must accompany their application.
The Trustees will not support
organisations with political or racist
objectives.
The Trustees will
normally consider applications
only at their meetings, dates of which
are posted on the Trust website
and fully completed forms should be sent
to the Trust’s clerk no later
than two weeks before the
published date. The cut-off date for
receipt of applications is also on the
Trust website.
The Chair may, in
very exceptional circumstances, make
small grants outside these dates for
ratification by the Trustees at their
next meeting.
The Trustees reserve
the right to decline applications when
these are not valid, are from outside or
area of benefit or when funds are
exhausted. All valid applications will
receive written notice of the Trustees’
decision which is final
4.
An award to an organisation
may take the form of an annual
grant which may continue to be paid for
up to three years to enable the
organisation concerned to achieve a
specific objective.
5.
The level of grant available
for individuals will be decided by the
Trustees depending on the application
and circumstances but would not normally
exceed £1,000. Grants to an organisation
will not normally exceed £10,000
although in exceptional circumstances
Trustees may agree to exceed this level
depending on the project and the needs.
The Trustees’ decision on the levels of
grant available will take into account
the funds available and likely income
for that year.
6. Except as
above (clause 4) grants are paid
on a one-off basis. Individuals
should note that there is no entitlement
to annual grants or automatic payments.
The payment of a grant in one year does
not give any subsequent entitlement.
Grants may be available through the
year.
7. Only one
grant will be made to any
organisation or individual in any two
year period, except in exceptional
circumstances
8. The
Trustees will concentrate their
attention on major projects within
organisations, the definition
thereof to be decided by the Trustees,
on the grounds that most should be able
to finance minor items out of their own
funds. Awards will not be made towards
the cost of transport vehicles, but the
Trustees will consider contributing to
the cost of temporary hire where this
forms part of a wider application.
9. Applications from clubs or
organisations and individuals (where
appropriate) should include
details of their own fundraising
activity in support of the
project for which assistance is being
requested. This should include
information on funding obtained from
other sources as well as any pending
outcomes of other applications.
10. An award towards a major
project may be made in the form of a
pledge, the award to be paid at
such time as the organisation concerned
is able to satisfy the Trustees that it
will be able to raise the total sum
required to complete the project. After
the expiry of 12 months the pledge will
be withdrawn, and the organisation
required to re-submit its application.
11. Subject to the Trustees’
discretion, awards will only be
made towards specifically stated and
costed projects and not to
general funds. Where awards are granted
(by letter) the individual, group or
organisation must take up the grant
within 12 months and will be paid only
on receiving proof of a receipt. In the
event that a grant payment is made to an
individual to comply with staged
payments for the approved activity and
no full and final receipt is therefore
available, failure to complete the
payments or to take part will
necessitate the grant being repaid in
full.
12. All monies
awarded will be spent only on the
project specifically agreed by
the Trustees. If spent otherwise,
without the Trustees’ written
permission, repayment of the award will
be required.
13. Successful
grant recipient organisations will
acknowledge publicly, wherever
feasible, the support of the Barton and
Dunstall Key Trust and participate in
any public awareness campaign or
advertising required by the Trustees to
promote awareness of the Charity. Where
appropriate, acknowledgement of the
Trustees’ support to be mentioned in any
programme, poster, or leaflet. For large
capital projects the Trust will require
organisations to use its logo to provide
permanent recognition of the Trust’s
involvement.
14. Each
individual or organisation must apply in
writing by post or email to the Clerk
completing the standard
application in full. The Trustees
reserve the right to request additional
information and to defer or decline
applications until this has been
received. It is advisable to apply well
before each deadline to allow the Clerk
to check that your application is
complete and for you, if necessary, to
provide any additional information.
15. Grant Monitoring - The
Trustees reserve the right to audit the
recipient’s use of funds granted
after the event through
personal visit, a questionnaire or grant
feedback form, covering such issues as:
- How the grant was spent
-
Requesting evidence of such expenditure
for which the grant was given
- The
benefits received or captured from the
grant
- How the administration
process of your grant application could
be better undertaken
- Your
perception of the Barton under Needwood
and Dunstall Key Trust and how it
operates.
