Issue - meetings

Public Protection & Community Engagement Portfolio

To consider report HCS/29 of the Head of Community Services, which was referred to the meeting of the Overview and Scrutiny Commission held on 27 September 2021.

RESOLVED

That the Cabinet

a)    approves the Community Grants Procedure and Outcomes Framework including the associated proposal, process, priorities and outcomes and decision making delegations as set out in sections 5.1 to 5.20 of report HCS/29

b)    approves a ring fenced sum of £140,569 for the new Community Advice and Support Service (CASS) contract from the strategic grants & commissioning allocation as set out in section 5.6 of report HCS/29

c)    delegates authority to the Cabinet Member for Public Protection and Community Engagement in consultation with the Head of Community Services, and Head of Legal, Governance and HR to enter into an Inter-Agency Agreement to support continued partnership working, and approve the award of the CASS contract following an appropriate procurement process.

d)    delegates the negotiation, approval and completion of all relevant legal documentation, following the awarding of the contract to the Head of Community Services, Head of Legal, Governance and HR, Head of Corporate Finance, in consultation with the Cabinet Member for Public Protection and Community Engagement.

Reasons for the Recommendations

The recommendation supports the Council to achieve a balanced budget position for 2022/23 onwards.

It responds to the approach agreed at Cabinet on 3 February 2021, to develop a strategic/commissioned and small grants funding programme with a focus on high quality outcomes that, with the new priorities, better responds to particular needs of our community.

The Cabinet Member for Public Protection and Community Engagement introduced report HCS/29 of the Head of Community Services.  The report sought approval for updated community grants procedure and outcomes framework, which built on the decision that Cabinet took last year, including some alterations to strengten the process going forward. The changes included adding a further fourth priority – Community Spirit and altering the small grants scheme to enable a booster pot that would enable a more adaptable approach and adding a new aim for the small grants scheme of “Foster greater levels of community connectivity and cohesion”.

Councillor T Belben presented the Overview and Scrutiny Commission’s comments on the report to the Cabinet following consideration of the matter at its meeting on 27 September 2021, which included the Commission having sought clarity on the support that would be provided to third sector organisations and community groups with the new online application process. Questions were also raised during the Commission’s discussion on the report over the crowdfunding threshold and how the  monitoring of the success of the new process would occur.

Councillor Crow was invited to speak to the item. He welcomed the report and the new priorities and hoped that there would be a light touch review after a year to ensure that the scheme was proving to be effective in its support.

RESOLVED

That the Cabinet

a)    approves the Community Grants Procedure and Outcomes Framework including the associated proposal, process, priorities and outcomes and decision making delegations as set out in sections 5.1 to 5.20 of report HCS/29

b)    approves a ring fenced sum of £140,569 for the new Community Advice and Support Service (CASS) contract from the strategic grants & commissioning allocation as set out in section 5.6 of report HCS/29

c)    delegates authority to the Cabinet Member for Public Protection and Community Engagement in consultation with the Head of Community Services, and Head of Legal, Governance and HR to enter into an Inter-Agency Agreement to support continued partnership working, and approve the award of the CASS contract following an appropriate procurement process.

d)    delegates the negotiation, approval and completion of all relevant legal documentation, following the awarding of the contract to the Head of Community Services, Head of Legal, Governance and HR, Head of Corporate Finance, in consultation with the Cabinet Member for Public Protection and Community Engagement.

Reasons for the Recommendations

The recommendation supports the Council to achieve a balanced budget position for 2022/23 onwards.

It responds to the approach agreed at Cabinet on 3 February 2021, to develop a strategic/commissioned and small grants funding programme with a focus on high quality outcomes that, with the new priorities, better responds to particular needs of our community.

To consider report HCS/29 of the Head of Community Services.

The Commission considered report HCS/29 of the Head of Community Services. The report sought approval for the future process and outcomes framework relating to the community grants programme.

During the discussion with the Cabinet Member for Public Protection & Community Engagement, Head of Community Services and Community Services Manager, Councillors made the following comments:

·         Confirmation was provided on the proposed new grants procedure and outcomes framework as set out in report HCS/29.  The grants process was recognised as being important for organisations as pandemic restrictions eased.

·         Verification was provided on the application process and the criteria being applied, focusing on equally rated key priority areas.  

·         Confirmation that the priorities and outcomes for the new grants programme would be able to be revised periodically as required as there may be a need to adapt to changes in funding and ways of working.

·         It was recognised that the application process had been streamlined with a ‘simplified’ version for the small grants application. Ultimately, the application process for strategic grants would require a greater level of detail than those applying to the small grants but both processes would be predominantly online.  Groups would make regular contact prior to submitting applications with officers from Community Development offering support, which would continue throughout the funding process. 

·         Acknowledgement that the officers’ commitment, negotiation and support had been a continuing factor in the success the programme over its many years, building the engagement with the voluntary sector and outside organisations.

·         Explanations were sought and obtained on the details regarding the funding pots and budget provision.

·         Monitoring reports would continue to be a requirement (quarterly, annually and end of project) so as to ensure the grant was spent as intended, together with action in place if it was spent fraudulently.

·         Confirmation was provided on the revised Countywide ‘Community Advice and Support Service’ (CASS) which would remain as a jointly commissioned service. This would provide for an information and advice service such as currently provided by Citizens Advice West Sussex to be delivered in Crawley.  WSCC would lead the countywide procurement process.

·         Confirmation was provided on the crowdfunding agreement, particularly as it was commented that crowdfunding may generate significant interest. Currently there was an expectation for an organisation to reach a threshold before funding was released and if that was not reached the organisation would be directed to the small grants scheme.  It was recognised that other alternative (external) funding opportunities may be available for organisations. However, the council would still be looking to assist in signposting. 

·         Recognition that generally the feedback from the voluntary sector had been one of understanding with regards to the council’s position.  It was acknowledged there were many groups and organisations within the town and it would be useful for councillors to be aware of which groups were in receipt of funding within their wards.

·         There was a need to ascertain the impact on various groups and also promote the grants scheme particularly through the community, through different media, other funding bodies and networking  ...  view the full minutes text for item 4