Guidance on Grants

The Community Grant is split into two schemes, community grants and community chest:

Community Grant

This is for larger projects of between £500 and £2,000, grant funding is made available twice a year in April and September and is for larger community projects and to also provide match funding to larger scale projects where applicable.

  • It is an integral part of the application process that applicants can demonstrate their project is needed within the area, and that applications clearly demonstrate the benefits to the residents of the borough.
  • Applicants should also demonstrate how they have carried out market research, for example, questionnaires to show an understanding of the needs of communities and how these will be met by their project.

Preference is given to funding applications which meet the council’s priorities including those detailed in their Corporate Plan and also those detailed at the time the grant scheme is released and published on the council’s website. In particular, projects that support the following priorities:

  • Improving community cohesion.
  • Improving mental and physical health.
  • Reducing social and economic inequalities.
  • Reducing barriers to activities.

Applications for locally delivered projects will only be accepted from community and voluntary groups and not for profit organisations, applications will not be considered from statutory organisations. Eligibility is clarified in EBC's Community Grants Policy which is available on request: This email address is being protected from spambots. You need JavaScript enabled to view it.

The main objective of all projects applying for funding must be to make a difference to the communities of Erewash, providing real benefits to the residents who participate in the activity and demonstrate positive changes as a result.

Community Chest

This is for small projects up to a maximum of £500, the application is open from April until December and is for small community projects and/or community groups who require fast start up support. Applications will be processed and assessed virtually as and when they are received. Subject to funding being available applications can be submitted between 1 April and 20 December. For more information please contact This email address is being protected from spambots. You need JavaScript enabled to view it.

Play Scheme Application Guidance - Parish Councils only

Applications for locally delivered summer Play schemes will only be accepted from Parish Councils and the maximum amount that can be applied for is £1,200.

The main objective of summer Play schemes is to offer children activities which are exciting, stimulating and different during the school summer holidays in a relaxed, happy and safe environment. The scheme should provide additional play, for example, grant funding cannot be used to fund activities already in existence.

It is an integral part of the application process that Parish Councils can demonstrate the Play scheme is needed within their area, and that there is no detrimental effect on other provisions already existing in the area.

Parish Councils must demonstrate how they have carried out market research, for example, questionnaires to show that there is a need, and to understand what parents/carers can afford to pay. However, fees charged have to be realistic with meeting the running costs of  schemes.

Play scheme grant funding can be used to fund:

  • Activities in the form of Art, Craft, Sport, Music or Drama that are accessible to all children and are held during the school summer holidays;
  • Rent of premises;
  • Insurance;
  • Setting up costs for a new Play scheme;
  • Promotion/advertising expenses for the Play scheme;
  • Replacing equipment which is used predominantly by the Play scheme;
  • Disclosure Barring Service check for persons carrying out the Play scheme;
  • Staff wages associated with running the Play scheme, such as professional coach fees, artist fees but not staff salaries.

The Play scheme grant cannot be used to fund: 

  • Activities already in existence;
  • Activities provided by a childcare provider where non-registered children are unable to access the Play scheme;
  • Cost of meals for people at the play scheme;
  • Transport costs for trips
  • Contributions/donations to other causes.

Ofsted

Ofsted should be notified if Parish Councils intend to provide an unregistered Play scheme provision.  The Exemption Notification form can be accessed from the Ofsted website.

Older Person's Clubs and Disability Groups application guidance

The council supports voluntary and community groups who provide clubs/lunches on a regular basis for older people and/or disabled people in Erewash by awarding grants. In order to be considered for a grant, a formal application has to be made.

Only charities, small community groups and not for profit organisations concerned with the establishment and management of clubs for aged or disabled persons are eligible to apply. The club must be open to any resident of the area who is of pensionable age or has  disability. Members and officers of the council shall be entitled to visit and inspect the premises of any club that receives a grant.

Clubs are invited to apply each year using the small grants application form and the most recent statement of accounts should accompany the completed application form.

The amount of grant approved is based on the actual expenditure incurred during the previous financial year (for example awarded in arrears). The Councils contribution should not normally exceed 50% of approved expenditure and the frequency of opening dictates the maximum amount payable during the 2021/22 financial year is:

  • Clubs open 5 days a week £500
  • Clubs open 3 days a week £300
  • Clubs open less than 3 days per week £200

The club will be expected to agree to the standard grant support terms and conditions as stated by Erewash Borough Council. These will be provided to all successful applicants and written confirmation agreeing to the terms and conditions must be provided to the council before grant funding can be released.

Examples of ‘approved expenditure:’

  • Rent of premises;
  • A contribution to heating/lighting of the premises;
  • Insurance;
  • Setting up costs for new lunch clubs;
  • Promotion/advertising expenses for the lunch club;
  • Replacing equipment, including crockery, cutlery, pans, which are used predominantly by the lunch club;
  • Transporting hot food to the premises (fuel costs), such as where it is prepared elsewhere and taken to the venue;
  • Mandatory training for staff/volunteers at the lunch club such as Food Hygiene training.

A grant will not be paid to fund:

  • Actual cost of meals for people at the lunch club, whether for customers, guests, volunteers or staff;
  • Transport costs for anyone to get to the club, this includes customers/guests, volunteers and staff;
  • Staff wages;
  • Contributions/donations to other causes.

Clubs or groups which supply food outside a domestic setting have a legal duty to ensure the food is safe to eat. In some cases food provided on a voluntary basis may be classed as a ‘food business’ under food safety law. This is because the law does not exempt those serving food on voluntary or a non-profit basis. If the food activities are a food business it must be registered with the council and will be subject to unannounced food safety inspections. Lunch clubs in particular may be serving food to people more vulnerable to food poisoning.

Advice on food provided at community and charity events can be found on the Food Standards Agency (FSA) website. 

In all cases when food is being served it is advisable to contact EBC and check if your club needs to be registered and inspected.

EBC Environmental Health can be contacted on 0115 907 2244 ext. 3820 This email address is being protected from spambots. You need JavaScript enabled to view it.. More information on food safety for community cooking and food banks on the Food Standards Agency (FSA) website.  

Community Grants – Conditions for all Awards

The award of community grant funding by the council will be regarded as a ‘one-off’ grant and no commitment will be given to ongoing funding. Failure to comply with all the terms and conditions of the award will result in the grant becoming repayable to the council on demand and exclusion of the organisation from applying for any future grants.

Project Duration

Grant funding must be used and the project delivered within the same financial year that it was awarded (April to March). Should the funds not be spent within the same financial year it must be repaid to the council.

The grant must only be used for the purpose specified in the award email or letter.  All funds that are used for expenditure other than stated on the application form or by the Awarding Panel must be repaid to the council immediately.

Project Underspend

Should there be unspent monies at the end of the project, organisations are required to repay these to the council immediately.

Risk Assessment

Organisations are responsible for undertaking a risk assessment of their project to ensure the health and safety of all participants. This must include all Covid 19 restrictions which are applicable at the time and date projects or events take place. 

End of Project Evaluation

Organisations receiving funding of £500 or less must provide EBC with written confirmation of their community grant expenditure such as copies of receipts or invoices.

Organisations in receipt of community grant funding of over £500 must complete and submit an End of Project Evaluation Form. It must contain details of all activities undertaken and project outcomes. Final accounts for the agreed project must also be provided together with supporting evidence such as copies of relevant invoices or receipts.

End of project evaluation information must be submitted within six months of the end of the financial year in which the grant funding was awarded. Failure to do so may result in the organisation being subjected to an audit review by the council and be required to repay part or all of the funding awarded.

Insurance

All projects must be adequately insured, such as public liability insurance,  and it is the responsibility of organisations to ensure their project is suitably covered.

Records

Records such as registers, accident and incident reports should be kept for a minimum of three years. Accounting records should be kept for three years for Private Companies and six years for Public Limited Companies. Further information regarding running a Limited Company can be found at gov.uk.

Safeguarding Children and Vulnerable Adults

If projects involve children, young people, applications must contain evidence confirming an understanding of issues relating to child protection. This must include demonstrating how projects will ensure that the staff and volunteers are aware of applicant’s safeguarding policy and child protection procedures such as any training requirements before the project commences.

  • Where applicable, appropriate Vulnerable Adult policies and procedures must be in place and available for inspection at any time by the council.

Applicants should be familiar with the advice, guidance and information concerning the Disclosure Barring Service (DBS). Up-to-date information can be found on the UK Government website. Please note: The DBS currently does not charge for undertaking checks on volunteers.

  • All staff and volunteers must be checked by the Disclosure Barring Service (DBS) before the project commences.

Staffing

When working with groups of children and young people there must be sufficient adults to provide the appropriate level of supervision. Projects must have enough staff and volunteers to ensure children are safe and that these adults are suitable to undertake various tasks as needed. As staffing and supervision ratios can sometimes be difficult to judge guidance is available on the NSPCC website

Inclusion & Equal Access

Projects must promote the inclusion of persons with additional needs to enable them to have an integrated experience.

Marketing Projects

Consideration should be given to using the following methods,  where applicable, to promote or advertise projects:

  • Local press such as Ilkeston Advertiser, parish magazines and Borough Council website etc. 
  • Local partner organisations.
  • Schools and after school clubs.
  • Leaflets distributed to local libraries, sports centres, village hall, health clubs etc.
  • Leaflets distributed via children's clubs or organisations: Cubs, Brownies, church groups, playgroups and nurseries.

Publicity

Applicants must acknowledge Erewash Borough Council as a funder of their project on any publication. The Council’s logo/crest can be obtained from EBC's Communications and Culture Manager, contact: 0115 907 2244 extension 3578 or This email address is being protected from spambots. You need JavaScript enabled to view it..

To support EBC publicity and promotion, applicants are requested to submit photographs, where consent has been given, with their end of project monitoring and evaluation report. Please be aware that all parents/carers are required to complete a photography consent form to enable photographs involving children and young people involved in projects to be used for promotional purposes. 

Arts Funding applications Guidance

A Small Arts Grant project must have as its main focus arts based activities. The maximum amount that can be applied for is £800. In 2021-2022 EBC is interested in projects that incorporate the Five Ways to Wellbeing, and how projects will raise awareness of the themes to participants. The Five Ways to Wellbeing are to Take Notice, Be Active, Keep Learning, Connect and Give. More information can be found on the Mind website.

Small Arts Grant funding can be used for:

  • Visual Art and Performing Art Practices.
  • Photography and film making.
  • Painting and drawing.
  • Textiles.
  • Printing.
  • 3D design and construction.
  • Digital art.
  • Music or drama or dance.
  • Rent of premises.
  • Insurance.
  • Promotion/advertising expenses for the project.
  • Replacing equipment which is used predominantly by the project.
  • Disclosure Barring Service checks for persons carrying out the project.
  • Staff wages associated with running the project, such as artist fees.
  • Costs towards business development such as training and capacity building.

Small Arts Grant cannot be used to fund:

  • Cost of meals for people attending the project.
  • Transport costs for trips out.
  • Contributions/donations to other causes. 

For further advice and template forms, please contact EBC's Arts Development officer via This email address is being protected from spambots. You need JavaScript enabled to view it. or call 0115 907 2244 ext. 4604.