Report of the Head of Leisure and Environmental Services

The scrutiny committee received a report of the Head of Leisure and Environmental Services which provided an overview of the Small Grants Fund covering the period from April 2016 to March 2019.

The Commissioning Officer highlighted some of the results from the survey and future arrangements.  She advised that the maximum application had increased from £2,000 to £3,000, although the overall budget remained the same.  From April 2020, applicants would be required to provide 10% cash match funding of the overall cost of the project.  In addition organisations would only be able to apply once and then not apply again for another two years.

In response to a question about the types of organisations making an application, the Commissioning Officer advised that she attended various events to publicise the fund; these had included at Watford and Three Rivers Trust, the Pump House and Watford Football Club.  Watford and Three Rivers Trust had been asked to publicise the fund.  The council advertised the fund through social media.  Councillors were asked to inform officers of any organisations which might benefit from the Mayor’s Small Grant Fund.

The Head of Leisure and Environmental Services added that following last year’s presentation to the scrutiny committee, councillors were provided with application packs.  Two years ago it had been agreed to notify ward councillors when applications were received.  It was an open application process.  If an applicant did not meet the council’s criteria they would be signposted to other help, e.g. Watford and Three Rivers Trust.

The Commissioning Officer added that when signposted to Watford and Three Rivers Trust, the organisation would advise and support applicants.  She confirmed that ‘local’ was defined as providing the service or event to Watford residents; although the organisation may be based outside of Watford the beneficiaries should be from Watford.  They were asked for a percentage of Watford recipients and their funding might be assessed proportionately.

The Commissioning Officer reported that each organisation receiving funding had to complete an outcomes and achievement report.  This included how the funding had been spent and receipts had to be submitted.  She added that she tried to visit projects and events when they took place.  She also encouraged organisations to invite the Mayor which enabled him to see the event.  Small deviations from the details on the application form were allowed, for example if the group had been able to purchase something cheaper than originally expected.  The applicant may ask if they could use the remainder of the funding for some different equipment.  If it was for a different project she would ask for more details.  All applicants were advised that the funds should be used for the application project.

The Head of Leisure and Environmental Services informed the scrutiny committee that the fund was regularly audited, as it was using public money.  The council would not transfer funds to an individual’s bank account.  If the group did not have a group account then they would be advised to go through Watford and Three Rivers Trust.

Following a number of questions about the funding criteria, the Head of Leisure and Environmental Services explained that the new criteria had just been agreed by the management team.  Applicants had complained that £2,000 was too small.  Next year would be the first year that match-funding had been required.  Officers did not want to dissuade non-constituted groups, which was the reason for asking Watford and Three Rivers Trust to provide the additional support.

The Commissioning Officer added that due to the close working relationship with Watford and Three Rivers Trust, she was able to find out how organisations signposted there were progressing.  Following a questions about the deadline, she advised that the January deadline allowed for the final decision-making meeting in February and ensured all financial work was completed before the close of the council’s accounts.  It then allowed officers to prepare the application forms for the new financial year.

Councillors welcomed the inclusion of applications from sports clubs.  The Head of Leisure and Environmental Services informed the scrutiny committee that as from April 2020 the funding would be split into three sections.  £30,000 would be available for general applications, £10,000 for sports clubs and £10,000 for green projects.  The information would be publicised before 1 April 2020.

The chair thanked the officers for the presentation and responding to officers questions.

RESOLVED –

that the report be noted.