Government of Jersey

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A decision made (30.04.07) to approve the HD8 policy document on grants to third party organisations.

Subject:	Housing Department HD8 Grants to Third Party Organisations
Decision Reference:	MD-H-2007-0024		Exempt clause(s):	n/a
Type of Report: (oral or written)	Oral		Person Giving Report (if oral):	Dominique Caunce
Telephone or e-mail Meeting?	n/a		Report File ref:	n/a
Written report – Title	n/a
Written report – Author (name and job title)	Dominique Caunce Director of Tenant Services
Decision(s): The Minister has approved the Departments Policy on the issuing of Grants to Third Party Organisations.
Reason(s) for decision: To comply with Financial Direction 5.4 “Obtaining Value for Money from Grants”
Action required: Minister has approved the Departments Policy on the issuing of Grants to Third Party Organisations, this policy will now be implemented within the Department.
Signature: (Minister)		Date of Decision:

Approval of HD8 policy document - Grants to third party organisations

POLICY HD8

STATES OF JERSEY HOUSING DEPARTMENT

POLICY FOR ISSUING GRANTS TO THIRD PARTY ORGANISATIONS

Corporation of t

Introduction

The Housing Department aims to improve communication with its tenants and ensure increased consultation and involvement with residents in the decisions that affect them. It is acknowledged that in order to do this, funds will be required to support resident groups and area panels, enabling residents to build communities and form stronger links with the Department.

Policy

The Tenant Participation Team have a budget of £15,000, some of which can be issued to resident groups and area panels on the strict understanding that the funds are used for the benefit of the community and to assist in meeting the Departments aims and objectives in increasing tenant participation.

To apply for a grant, associations/panels will be asked to complete the attached application form. Once an application has been considered and approved, the attached Service Level Agreement will be completed and must be strictly adhered to by all parties.

Effective Date

The policy shall become active on the date on which the respective Ministerial Decision was signed by the Minister.

Policy Drafted	10th April 2007	D Caunce Director of Tenant Services

Policy Reviews	Date	Reviewed By

States of Jersey Housing Department

Application by a Third Party Organisation for a Grant

Name of Residents Association / Area Panel / Tenant Group

……………………………………………………………………………………………………

Reason for Request (please see notes on the rear of this form)

………………………………………………………………………………………………………

Date of Request

………………………………………………………………………………………………………

Signed …………………………………………………………………………………………….

Position (Chair/Treasurer/Secretary)…………………………………………………………

Application Notes:

In order for the Department to approve grant funding it will need to be provided with the following:

Requirement	Suggested supporting documents[AM1]
Details of your organisation and its aims	Business Plan
Details of your financial requirement	Detailed budget [AM2]
Justification of need (i.e. why external funding is required)	Audited accounts Bank statements
Outputs arising from this grant (i.e. how will Housing benefit from making this grant)	Specific, measurable and timely criteria that the funding can be evaluated against

Grants will not be provided for money that has already been spent.

The Department retains the right to withdraw or reimbursement[AM3] of funding in the event of non compliance or non performance against the requirements.

On receipt of the above information the Department will review your application and if successful a service level agreement will be required to be signed prior to payment.

States of Jersey Housing Department

Agreement for the Granting of Funds to Third Parties

Aims & Objectives

The provision of services under this agreement support the delivery of the following Departmental objectives:-

Improve the management and long-term sustainability of the States rental housing stock, in particular by:-

Ø Improving communication with tenants;

Ø Ensuring increased consultation and involvement with tenants in the decisions that affect them;

To deliver on initiatives which support the “Building a Safer Society Strategy”, with particular emphasis on:-

Ø Creating a safer environment by reducing crime, public disorder and anti-social behaviour on Housing Estates through programmes designed to engage with residents;

Ø Providing tenants with opportunities to develop their potential as lifelong learners and active and responsible members of society;

To encourage engagement between residents and other agencies.

Corporate Governance Framework

To comply with this agreement, regular meetings will take place between the Tenant Participation Officers from the Housing Department and representatives from the <Residents Association/Area Panel>. Meetings will take place at least once a month in order to track spending and ensure suitable use of funds. In order to form a quorum, it will be necessary for at least one of the signatories from each party to attend the monthly meetings, with all four signatories attending on at least a quarterly basis.

Responsibilities of the Housing Department

Housing Department liaison will be Pat McDonald and Charmaine Barratt, Tenant Participation Officers, who are responsible for the grants.

Pat McDonald will be responsible for receiving grant applications;

Charmaine Barratt will be responsible for approving the grant, following discussion with the Director of Tenant Services/Tenant Services Manager.

Once approved, payment will be made by the Housing Department Finance Section.

Responsibilities of <Residents Association/Area Panel etc>

Each grant recipient must nominate two members of their group to act as contacts. It is proposed that these be the Chairperson and Treasurer of any Residents Association or Area Panel.

Elected contacts are responsible for ensuring that adequate controls are in place to ensure funds are spent appropriately and will take responsibility for the maintenance and provision of all necessary accounts, reports and the asset register (mentioned further in point 7 below).

Monitoring Progress

The <Residents Association/Area Panel> will provide the Housing Department with detailed accounts of how and when funds have been spent, these must be provided on a quarterly basis.

It is the responsibility of the Tenant Participation Officers to review these accounts and ensure that funds are being spent efficiently and in line with meeting the above aims and objectives.

In determining appropriate use of funds, the Officers will be monitoring the progress on the following targets issued for this particular grant:-

Ø(e.g. Hold 1 x Community Day for the Estate/Area within next 12 months)

Ø (e.g. Establish an “after school” club for children of the Estate within next 12 months)

Ø <>

Payment Terms and Conditions

The Department agrees to pay <Residents Association/Area Panel> the sum of £<> per annum. This will be paid in four quarterly instalments following receipt of the accounts mentioned in point 5 above. Further instalments will only be paid if it can be shown that funds are being used appropriately and the above mentioned targets are being met.

Grants will not be authorised where it is deemed that the <Residents Association/Area Panel> is already sufficiently funded.

Asset Control

A register must be kept of all assets purchased with the grant. This register will be kept and maintained by the <Residents Association/Area Panel> and will be produced along with the quarterly accounts to the Tenant Participation Officers.

In the event of the <Residents Association/Area Panel> disbanding, all remaining uncommitted funds will be returned to the Housing Department. This would not affect any new applications for grants being made in the future if a new <Residents Association/Area Panel> were to be established.

Access Rights

This agreement gives a right of access to all documentation regarding this grant to Housing Department Officers and the Comptroller and Auditor General.

Appeals Process

Grants will be approved by the Tenant Participation Officer (named above in point 3) and Tenant Services Manager. If at any time a grant is refused, the appeal process will require the <Residents Association/Area Panel> to put its case in writing to the Chief Officer (within 28 days of refusal). The appeal will be considered by the Chief Officer and Finance Director (within 28 days of receipt).

If no acceptable result is achieved at this point, a final appeal can be made to the Assistant Minister for Housing no later than 28 days following the notification of appeal.

Declaration and signature of both Parties

On behalf of the States of Jersey Housing Department, I confirm that I have read the agreement as set out in this document and will comply with the terms and conditions contained within.

Signed…………………………………………………………………………………………..

Tenant Participation Officer

Signed…………………………………………………………………………………………..

Director of Tenant Services

Date:……………………………

On behalf of <Residents Association/Area Panel>, I confirm that I have read the agreement as set out in this document and will comply with the terms and conditions contained within.

Signed…………………………………………………………………………………………..

Chairperson

Signed…………………………………………………………………………………………..

Treasurer

Date:…………………………..

[AM1]Some of the entries below are not documents.

[AM2]Not clear on this

[AM3]Re-word