NCIL Application Form Guidance Note

Application Form Guidance Note

1. General

1.1 The following guidance is intended to help you to complete the application form. The information is set out in sections which reflect the application form structure. Each section provides key help notes for completing the corresponding section of key questions in the application form.

1.2 Level of information required: As stated at the beginning of the application form, all sections must be completed, all questions answered, and all requested information provided for the application to be considered valid for consideration by the Funding Panel. However, the level of information required from the applicant will depend on the size of the proposed project and the amount of funding sought.

1.3 For example, a project that seeks up to £500 for workshop equipment may be small enough to require limited or no voluntary assistance or may not need additional match-funding. You would therefore not be expected to submit this type of information with an application. Likewise, very small projects that require a small number of active participants to implement may not necessarily require DBS checks or extensive information on safeguarding and risk assessments or may also not require landowner permission or any consents. Also, if a project is to be delivered over a short period of time, they may also not be required to submit quarterly reports. Table 1 offers an overview on the level of information that may be expected.

Table 1: project scale and proportional information

Project Type - scale and value	Minimum requirements
Small project, up to £500	Completed application form Member/Councillor support DBS check (depending on project type) Planning permission (if required) Landowner permission (if required) Insurance details (if required) For small projects only a brief outline of the project is required when answering questions regarding the project outline, its activities, objectives, and the outcomes that the project seeks to achieve. Only a small breakdown of overall project costs is required with quotes and invoices, and some supporting information may not be required, depending on the nature of the project.
Medium project £1,000-£5,000	Completed application form Constituted group details Member/Councillor support or Council Team support DBS check (depending on project type) Planning permission (if required) Landowner permission (if required) Insurance details (if required) For medium size projects a sufficient level of information about the project regarding its overall idea and proposal, activities, aims and objectives, and its participants and timescales, should be provided. This should include an informative profile of the project, and a full breakdown of overall project costs will be required, including quotes/invoices. Supporting documentation demonstrating checks, risk assessments, insurance etc. will be required, although some checks may not be necessary, depending on the nature of the project.
Large local project £5,000-£10,000	Completed application form Constituted group details Member/Councillor support or Council Team support DBS check Planning permission (if required) Landowner permission (if required) Insurance details Large projects will be required to provide fully detailed and specific information when answering questions regarding the project description, activities, participants, timescales, and costs etc. Complete and full details will be required for all the questions in the application form, as well as a full and detailed breakdown of costs, including quotes/invoices. It is likely that supporting documentation demonstrating checks, risk assessments and insurance etc. will be required for large projects. Where full and complete information is not provided funding will not be awarded.
Large projects affecting the wider community £10,000-£20,000	Completed application form Constituted group details Member/Councillor support or Council Team support DBS check Planning permission (if required) Landowner permission (if required) Insurance details Projects that apply for maximum, or close to maximum funding levels are likely to have a broad scope affecting the wider community and can include many participants to make the project happen. These projects will be expected to have an ongoing legacy for the community benefitting from the project outcomes. Such large projects will be required to provide complete and detailed information when answering questions regarding the project description, activities, participants, timescales, and costs etc. Full details will be required for all the questions in the application form, and a detailed breakdown of costs, including quotes/invoices will be required. All supporting documentation demonstrating checks, risk assessments and insurance etc. must be submitted with the application form for the project to receive an award of funding. Where full and complete information is not provided funding will not be awarded.

Section 1: Applicant Details

1.4 Question 4: Eligibility – who can apply? The types of organisations that can receive support from NCIL funding for their project is listed below. The list contains different types of groups that can be supported with NCIL funding in Redbridge. The community group or organisation you represent must be in the list to be eligible for funding.

1.5 Applications will be accepted from the following groups:

• Constituted voluntary organisations and resident associations
• Constituted business organisations and associations.
• Registered charities.
• Individuals may apply via a constituted organisation or group falling into the definitions stated in this list, and in certain circumstances from Council teams such as the Neighbourhoods Team.
• Charitable branch of Schools.
• Registered community interest companies.
• Charitable companies (incorporated as not for profit.)
• Registered charitable incorporated organisations.
• Exempt or excepted charities.
• Registered charitable community benefit societies.
• Applications will also be considered from Redbridge Council departments, where they demonstrate community support.
• Applications submitted by a Ward Member on behalf of a community group falling into one of the definitions.

1.6 Applicants must ensure that:

• They have the support of the organisation they represent.
• They have the approval of all parties with legal interest in the land or asset that is the subject of the proposal.
• The organisation applying for the funding should be situated within the boundaries of Redbridge and the beneficiaries must be Redbridge residents. However, exceptions will be considered for organisations which are based outside Redbridge where all the beneficiaries of the project are Redbridge residents. Such projects will need to demonstrate how they will support residents to build capacity to deliver the project themselves in future. If your organisation is based outside Redbridge, please contact dpd@redbridge.gov.uk to discuss your application prior to submission.
• They do not conflict with statutory, regulatory or policy requirements of the council or other organisations.

1.7 The council is unlikely to support proposals that:

• Do not, in any way, mitigate the impacts of development.
• Exclude any groups in society or those with protected characteristics.
• Would only support private interests.
• Have little or no public benefit.

1.8 The Council will not accept proposals from political groups, projects that are part of a campaign or promote religions/faith/ or political ideologies.

1.9 To ensure a fair distribution of funding only one application can be accepted from any group each year.

1.10 It is important to understand that supported groups must be constituted.

1.11 Question 5: Is your group constituted? - It is helpful to know what a constituted group is when attempting to answer Question 5. Constituted groups have a formal structure and a constitution with written rules regarding what the group intends to do and how it operates. There are no legal rules about what a group’s constitution should include, but it should give the group a structure and assist with raising funds or entering into legal agreements with other organisations.

1.12 Generally, constitutions should include:

• The name, purpose and aims of the group.
• Group members.
• The committee/board members that make decisions.
• Committee processes for decision making.
• Designated roles such as Chair, Treasurer and Secretary.
• Health & Safety responsibilities.
• Managing money.
• Fund raising powers to manage buildings, employ staff etc.

1.13 Constituted groups can apply for funding, set up a bank account, buy insurance, rent property, own equipment, employ staff, and apply for charitable status.

1.14 Question 8: In which Ward is your project located, and Question 10: Do you have the support of a local Councillor? - If you are not sure what Ward your project is in or who is your Ward Councillor, you can find out by going to Redbridge Council’s Interactive Map via the following link: https://my.redbridge.gov.uk/map

1.15 Once you reach the Interactive Map webpage, you will see a set of categories to the left of the map. To access the Ward map, click on the ‘Council and Democracy’ map category, second from the top, and then click on the ‘Wards’ map category at the bottom of the next page.

1.16 On that page to the left of the map, is a list of all the Wards in Redbridge in alphabetical order. Scroll down the list to find your ward, or just click on the project location on the map. Either action will activate an information box with a link to all the Councillors in the borough. Via that link you can access a page with all Wards listed alphabetically with the list of Councillors in each Ward.

1.17 It is not a requirement that you have the support of both your local Ward Councillor and a Redbridge Council service area for your project, support from your local Councillor is sufficient.

Section 2: About Your Project

1.18 Question 12: Is your project infrastructure? - The neighbourhood portion of the community infrastructure levy (neighbourhood CIL, or NCIL) can be spent on a wider range of projects than the rest of the community infrastructure levy (CIL), if it meets the requirement to ‘support the development of the area’ (see regulation 59C (opens in new window) inserted by the 2013 Regulations for details). This wider definition means that NCIL can be spent on things other than physical infrastructure, (as defined in the Community Infrastructure Levy regulations), that is concerned with addressing the demands that development places on an area.

1.19 Redbridge Council has already held a community consultation to agree on infrastructure spending priorities and the following list of project categories have been prioritised.

1. Greening the Borough– examples can include projects for improving local public gardens and open spaces, planting projects, or support for existing greening projects.
2. Health and Wellbeing – projects that promote walking, sports and general health and fitness for all ages.
3. Environmental Sustainability – for example projects that support the council’s climate change action plan through local initiatives and help reduce carbon emissions.
4. Sustainable Transport – can include support for projects relating to walking and cycling or improving infrastructure for sustainable transport.
5. Community Safety – projects that help guard against crime, or support road safety around schools etc.
6. Empowering young people – projects that encourage youth representation, provide mentoring, and help young people explore their interests and potential.

1.20 This means there is a broad list of project options that can be funded as physical or social infrastructure,

1.21 All projects must accord with the CIL Regulations and government guidance on CIL.

1.22 Question 13: Tell us about your project - When telling us specifically about your project, it is important that you set out clear project aims and demonstrate who in the community will benefit from it, and how the project addresses local needs. You will also need to outline the long-term community benefits and legacy of your project, and how those benefits will be continued.

1.23 Projects must demonstrate how they will be sustained following the end of the funding and what the ongoing benefits of the project to the community will be. When answering this question, you must show how your project will have a positive lasting impact or sustainable legacy that benefits the wider community. You should also state the number of people that will be supported by your project.

1.24 Examples of lasting impact can be in the form of substantive career pathways from the skills learned or from the overall educational content of the project. If the project provides certification or a qualification for participants or for young people, you should demonstrate how this would be of benefit for jobs or further education. If there are physical works, development or infrastructure involved you should demonstrate how these will be maintained in the future after funding for the project has been spent.

1.25 You should also consider the following questions when completing question 13

• What is your project and where is your project taking place?
• Who will undertake the work?
• How will your project achieve its intended aims?
• Have you spoken to the relevant department within the council about your project?
• Have you informed your Local Councillor?
• Will your project involve volunteers?
• Do you have any match funding for your project?

1.26 If your project is linked to any other projects in Redbridge, you must show how, and the extent to which your project adds value to existing programmes.

1.27 You must provide evidence of costs or quotes, broken down into individual items, including products, and any labour or transportation costs provided by a contractor. Please also provide services you hope to buy or use with the funding. If you have a preferred supplier, please tell us why. If you require more space, you can include a separate list, but please remember that the level of information required from the applicant will depend on the size of the proposed project and the amount of funding sought.

1.28 Question 14: Does your project have volunteers? – as stated in the question volunteer support is not required but it is strongly encouraged, and this will be a factor in assessing the application as it will demonstrate community support and the ability of the project to sustain itself into the future.

1.29 If your project has volunteer support, you should set out how many volunteers you anticipate having, what tasks they will be involved in, whether they are part of the community benefiting from the project, and the number of hours you estimate each volunteer will spend working on the project. All projects will be required to show that they have the support of their local community.

1.30 Question 15: Estimated project timeframes – the project delivery is expected within one year. It is advised that project managers develop a project plan before submitting their funding application, which will set out more detailed timescales when answering question 15. Whilst the timeframes may only be estimates, key stages of the project’s delivery should be indicated with dates. It is expected that projects will run for a maximum 12 month period beginning within a month of being awarded funding. However, in some cases projects can be allowed to be delivered over a longer period, such as greening projects that may need maintenance for more than one year and could take longer to be delivered.

1.31 The project manager (usually the applicant) is expected to practise continual monitoring throughout the period of the project’s delivery. For projects delivered over a typical one-year period, three quarterly reports and one final close of delivery report will be required.

1.32 Expenditure of NCIL funds awarded must also be accounted for and evidence is required – this will involve the submission of receipts for money spent on the project and invoices received. Project managers are advised to retain ALL receipts for money spent on the project, however small the amount. Where receipts are not made available Redbridge Council will request that spending not accounted for with receipts is returned to the council.

1.33 Question 16 Does your project need a license, consent, or permission? - Depending on what you are proposing, your project may need support, agreement or consent from a council service area, evidence of which must be provided when submitting your project. In this instance, please refer to table 2 below.

Table 2. Obtaining council support and permissions (permissions/consent/licenses to consider for your project).

Consents/Permissions	Information and emails
Planning Permission	You may need planning permission for certain types of works/ installations/ artworks. Take a look at the following website for more information:  https://www.planningportal.co.uk/info/200125/do_you_need_permission. (opens in new window) You may need to obtain pre-application advice for your project, however please contact dpd@redbridge.gov.uk for further guidance.
Highways Consent	You may need highways consent for projects on the highway. Please contact Highways for more guidance on your project: HighwaysG@redbridge.gov.uk
Landowner Permission	You must seek permission/consent from the landowner where appropriate. This includes the Council, private landowners, and Transport for London (TfL). TfL contact: ltplanninganddevelopment@tfl.gov.uk TfL application forms: https://tfl.gov.uk/info-for/urban-planning-and-construction/our-land-and-infrastructure/highway-licences?intcmp=3496.  (opens in new window) If the land is in private ownership, you may find out land ownership details from Land Registry https://www.gov.uk/search-property-information-land-registry (opens in new window)
Licensing	Many Redbridge parks and outdoor spaces are available to hire for events. Please see the following webpage for further information: https://www.redbridge.gov.uk/leisure-sport-and-the-arts/hire-outdoor-spaces/ Or email: redbridge-events@visionrcl.org.uk  You may need a license for your event or project. Please see the following webpage for further information: https://www.redbridge.gov.uk/business/licensing-including-street-trading/ Further advice on events safety requirements and guidance can be found from here: https://www.redbridge.gov.uk/business/licensing-including-street-trading/events-safety-advice-and-guidance/
Parks and Leisure – Vision RCL	For guidance on activities, please email Nature.Conservation@visionrcl.org.uk

1.34 Please note that this is not an exhaustive list, and you may need other permissions, consents and licenses depending on the nature of your project.

Section 3: Costs – include a detailed assessment of the costs of your project

1.35 Question 19: Please provide a breakdown of the estimated costs of your project – It is important to provide a detailed account of ALL the costs and expenses of the project as this will give the funding panel a sense of the value the project is providing. This should include costs for materials and products, and all costs to a contractor, including costs for labour and the transit of a product. To answer question 19 fully you must provide accurate costs and quotes or invoices as evidence of the costs you have shown. You can add links to the quotes or invoices you have obtained to provide as evidence of the costs of your project. Every cost item must be included, however small. If you have finance for your project as match funding, you should include this in your costs and calculations for the overall costs of the project. Please set out at question 19 how much you already have for your project and how much funding you are applying for.

1.36 Question 20: Please tell us how your costs are justified and provide best value –You will need to show why the costs of your project are the best value in terms of the materials, products, and services you require for your project. You can provide a comparison of the costs from other providers, contractors, or products (again, using links to quotes/prices), and you can state why a particular provider or contractor provides the best value for the requirements of your project or the needs of the group you represent. Demonstrating overall cost savings for your project and providing best value when answering this question will be most favoured by the funding panel.

Section 4: Additional information - include evidence in the form of documentation or other formats verifying measures required for your project

1.37 Question 21: Have you considered safeguarding and DBS checks? - Disclosure and Barring Service (DBS) checks are a check of the criminal records of staff or volunteers that you are considering for your project, to help you decide whether they are suitable to become involved in the project work, and, whether they are suitable to work with children or vulnerable adults. Whether DBS checks are required for your project depends on the activities involved in the project and the people taking part. You can find out more about how to undertake a DBS check by visiting the GOV.UK website at: https://www.gov.uk/government/organisations/disclosure-and-barring-service (opens in new window).

1.38 Question 22: Have you conducted a general risk assessment? – A risk assessment is the process of identifying what hazards are likely to exist or may appear through the activities involved in your project, how they might cause harm and what steps you will take to minimise potential harm. You can undertake the risk assessment yourself by first considering all the activities and work areas involved in the project, and looking at where there is potential for harm. For instance, what tools and equipment will staff or volunteers be using, can they be harmful, are there trip hazards, should you consider precautions when using a kitchen, or when handling chemical substances, or will you need to take any steps to protect the public from potential harm?

1.39 Data Protection Awareness

1.40 As an organisation responsible for using personal data under the Data Protection Act 2018, which is the UK’s implementation of the General Data Protection Regulation (GDPR), Redbridge Council must follow strict data protection principles. Under these guidelines the council will use personal data fairly, lawfully, and transparently, for specified purposes, that is adequate, relevant, and limited to only what is necessary.

1.41 Personal data held by the council will be accurate and kept up to date where necessary and for no longer than is necessary, and handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction, or damage.

1.42 Under the Data Protection Act 2018 you have the right to find out what information the council is storing about you, and to be informed about how your data is being used. You can have access to your personal data held by the council, have incorrect data updated, and have data erased. You can stop or restrict the processing of your data, and you are allowed to access and reuse your data for different services (data portability). You can also object to how your data is processed in certain circumstances.

1.43 Redbridge Council takes its duties towards data protection and the General Data Protection Regulation (GDPR) very seriously and will take all measures to abide by its principles and protect all personal and sensitive data it holds. You can find out more about data protection by visiting https://www.gov.uk/data-protection (opens in new window).