Agenda and minutes

Grants Board
Monday 12th March 2018 6.30 pm

Venue: Council Chamber , Campus East, Welwyn Garden City, Herts, AL8 6AE. View directions

Contact: Graham Seal 

Items
No. Item

15.

SUBSTITUTION OF MEMBERS

To note any substitution of Members made in accordance with Council Procedure Rules 19-22.

Minutes:

The following substitution of Panel Members had been made in accordance with Council Procedure Rules 19-22:-

 

Councillor T. Mitchinson for H. Bower

Councillor F Thomson for I. Dean

16.

APOLOGIES

To note any apologies.

Minutes:

Apologies for absence were received from Councillors H. Bower and I. Dean.

17.

MINUTES

To confirm as a correct record the Minutes of the meeting held on 13 December 2017 (previously circulated).

Minutes:

The Minutes of the meeting held on 13 December 2017 were agreed as a correct record and signed by the Chairman.

18.

DECLARATIONS OF INTEREST BY MEMBERS

To note declarations of Members’ disclosable pecuniary interests, non-disclosable pecuniary interests and non-pecuniary interests in respect of items on the Agenda.

Minutes:

Councillor J. Fitzpatrick declared a non-pecuniary interest and took no part in discussions with regard to items being considered in respect of Sir Frederic Osborn School due to being an employee of the School.

19.

SMALL COMMUNITY GRANT APPLICATIONS pdf icon PDF 116 KB

Report of the Executive Director (Housing and Communities) detailing the applications for Community Grants.

Minutes:

Members received a report of the Executive Director (Housing and Communities) which detailed the applications that had been received for Small Community Grants.

 

The report noted that small Community Grants were limited to a maximum of £2,000 per application.  There was £39,000 in total available during the financial year 2017/18 to be awarded through the Small Community Grants of which £21,700 had already been awarded this financial year and this left £17,300 to be awarded.

 

Officers advised on a letter received from the Chairman of Welwyn Hatfield Community & Voluntary Service (CVS) on the 1st February 2018. The letter explained how their car scheme operated and requested a consideration of a one-off contribution when the Board met in March 2018 to help buy a used vehicle from a local supplier, as their current vehicle had been declared beyond economic repair.  It was agreed that at one-off grant of £5,000 be awarded to CVS towards the car.

 

 

Crusaders

 

An application had been received for the amount of £2,000 towards purchasing extra skates and protection for skaters to use at the sessions.

 

Members considered this be a good application to help new beginners and keep the sport open to all.

 

AGREED a grant of £2,000

 

 

Friends of Harwood Hill

 

An application had been received for the amount of £2,000 towards connecting the electric supply to the new library building.

 

Members commented that they were unable to agree the grant, as this type of request would normally be considered the Parent and Teacher Association.

 

RESFUSED the application.

 

 

Girlguiding Hatfield

 

An application had been received for the amount of £2,000 towards labour costs and materials to replace the doors and windows to the building to help reduce potential draughts.

 

Members supported the application as it provided a wide ranging programme that teaches girls to be independent and at the same empowering young women in today’s world.

 

AGREED a grant of £2,000

 

 

Sir Frederic Osborne

 

An application had been received for the amount of £2,000 towards rewarding students and staff involved to a session in a recording studio and a trip to a professional theatre show and backstage tour.

 

Members felt that the grant would not be aiding a wider audience and that financial assistance could be sought from Hertfordshire County Council.

 

RESFUSED the application.

 

 

The Letchworth Centre for Healthy Living

 

An application had been received for the amount of £1,300 to help fund the shortfall between fees charged and direct costs.

 

Members supported the application as it helped to keep the older people moving and teaches breathing techniques as part of the Mindfulness approaches which has shown to improve health outcomes in adults.

 

Further consideration was given to what outcomes would be achieved and the attendance on the 20 week programme.  Members sought clarification on how the project had been advertised and how many people normally attended from the Borough.

 

AGREED a grant of £1,300 subject to the programme being extended and clarification on where the project was advertised.

 

 

Revitalise Respite Holidays

 

An application  ...  view the full minutes text for item 19.

20.

QUEEN'S SAPPHIRE JUBILEE AWARD APPLICATIONS - MARCH 2018 pdf icon PDF 178 KB

Report of the Executive Director (Housing and Communities) detailing the applications for Queen’s Sapphire Jubilee Awards. 

Minutes:

Members received a report which provided details of the applications received for Queen’s Sapphire Jubilee Awards. An amount of £6,000 had been allocated grant funds for the Queen’s Sapphire Jubilee Awards.

 

All of the applications met the criteria for awards and Members agreed the following amount.

 

Applicants Name

 

Starter

Improver

Exemplar

Amount

Alfie Tibbles

 

 

x

500

Arabella Eve Moen

 

x

 

250

Betty Brocklesby Sum

x

 

 

100

Callum Nicolson

 

x

 

250

Dylan Martin

 

x

 

300

Emily Nicolson

x

 

 

100

Euan Woodliffe

 

x

 

300

Gracie-Rae Kilby

 

x

 

300

Holly Jane Clayton

 

x

 

300

Hannah Williams

 

 

x

400

Imogen Alice Christina Chastell

 

 

x

400

Jessie Anne-Marie Edwards

 

 

x

400

Josephine Clayton

 

x

 

300

Joseph Strong

 

 

x

500

Joshua Horleston

 

x

 

300

Melody Xinyuen CHAI

 

x

 

300

Olivia Kilby

 

x

 

300

Shivani Patel

 

x

 

300

Thomas Martin

x

 

 

100

David Shipman

 

x

 

300

Alfie Tibbles

 

 

x

500

 

Members agreed that the applications were of a high standard.  The Board chose Alfie Tibbles and Joseph Strong for the Exemplar Awards in Sport, especially for their achievements.  Three other Exemplar Awards were also made to the following - Hannah Williams, Imogen Alice Christina Chastell and Jessie Anne-Marie Edwards.

 

RESOLVED:

 

That the grants should be awarded as shown above.

 

21.

CHANGES TO COMMUNITY GRANT pdf icon PDF 102 KB

Report of the Executive Director (Housing and Communities) on the review of the current Annual and Small Grant criteria and application forms.

Additional documents:

Minutes:

Members received a report of the Executive Director, Housing and Communities on the changes to the Community Grants.  The report noted that the Grants Board appointed a Task and Finish Group to review the current Annual and Small Grants criteria and application forms in order to align the application forms closer with the Council’s priorities.  Also the Task and Finish Group reviewed the frequency of meetings and timing of those meetings. 

 

The Task and Finish Group reviewed the Annual Grant Criteria, application form and scoring matrix and several changes were made to wording and the set-up of the application form.  Members agreed that the overall new criteria, application forms and scoring matrix were an improvement on the current system. 

 

Officers advised that the initial scoring would be carried out by themselves and the front sheet of the application would provide details to enable the Board to evaluate and confirm the final score.

 

It was agreed that all Board Members be circulated via email the scoring matrix for the grants application form before the final scoring matrix is agreed.

 

RESOLVED

 

1.    That the Grants Board recommend that the new Annual Grant application and associated criteria as set out in Appendix one is formally adopted by Cabinet.

 

2.    That the Grants Board recommend that the new Small Community Grant application and associated criteria as set out in Appendix two is formally adopted by Cabinet.

 

3.    That the Grants Board agreed to meeting three times a year, once in August for Small Community Grants, once in October for Annual Grants and once in  January for Small Community Grants and Jubilee Awards.

 

4.    That the Grants Board consider the proposed scoring matrix for Grant Applications and make any amendments and that the final agreed scoring matrix be recommended for formal adoption by Cabinet.