Grants Guidance

Community Grants (including Community Chest)

On this page you will find guidance if you are applying for a community grant or arts funding.

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 the Community Grants Policy.
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.

The Community Grant is split into two schemes.  

The 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.

Community Grant

This is for larger projects of between £500 and £2000, 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.

Play schemes should provide additional play. The funding should not be used to fund activities already in existence.

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 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 the 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.

All projects must be run and managed in a COVID secure manner.
The council’s 2020-2024 Community Grant Policy sets out what each scheme is able to fund.

Inclusion and Equal Access

Applicants should ensure that their project promotes the inclusion of children, young people and adults with additional needs enabling them to have an integrated experience with others from their community. Applications should therefore demonstrate how projects intend to do this.

Insurance

All projects must be adequately insured and funding will not be released if this question on the application form is not answered.

Safeguarding of Children, Young People and Vulnerable Adults

If projects involve children, young people or vulnerable adults, 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.
All staff and volunteers must be checked by the Disclosure Barring Service (DBS) before the project commences.
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.

Records

Records such as registers, accident and incident reports should be kept for a minimum of three years and in a secure place. Accounting records should be kept for three years for Private Companies and six  years for Public Limited Companies. Further information can be obtained from the Running a Limited Company page of the UK Government website.

Community Grants – Conditions of Award

The award of small 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 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

The 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, you are required to repay these to the council immediately.

Risk Assessment

You understand that it is your responsibility to risk assess your project to ensure the health and safety of all participants which must include all Covid 19 restrictions which are applicable at the time and date your 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.

Organisations in receipt of community grant funding of over £500 must complete 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 schemes must be adequately insured and you understand that it is your responsibility to ensure your project is suitable covered. 

Records

You will keep Records for a minimum of 3 years and in a secure place. Accounting records should be kept for 3 years for Private Companies and 6 years for Public Limited Companies.

Safeguarding Children and Vulnerable Adults

You understand that it is your responsibility to ensure that:

  • All staff and volunteers have Disclosure and Barring Service (DBS check clearance) before the project commences;
  • Appropriate Vulnerable Adult policies and procedures are in place and available for inspection at any time by the council.

Staffing

You must adhere to the minimum staffing ratios applicable to your project as governed by the relevant body for your organisation/project. 

Inclusion & Equal Access

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

Marketing Your Project

You must advertise, as appropriate to your project, through the following suggested methods where available:

  • Local press such as Ilkeston Advertiser, parish magazines and Borough Council website etc. to advertise your project.
  • 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

All organisations who are awarded funding for a public event must contact the Council ’s Community Engagement Officer with the dates, times and locations of the event/s, together with details of how to book onto the event.

If requested, you will attend a cheque presentation photograph with the Mayor or another senior council representative, and the details will be released to the local media.

All organisations awarded funding are required to take photographs of persons taking part in the project, and are required to submit these electronically or on CD (a hard copy will be accepted where it is not possible to send them electronically).  Photographs need to be submitted with the End of Project Evaluation Report where applicable.

All parents/carers of children are required to complete a photography consent form to enable, where possible, for photographs of the activity to be used for promotional purposes.  A photography consent form can be obtained from the Community Engagement Officer tel. 0115 907 2244.

You must acknowledge Erewash Borough Council as funder of the project on any publication and also your organisation’s website.  The council’s logo/crest can be obtained from the Community Engagement Officer tel. 0115 907 2244.

End of Project Monitoring and Evaluation

All projects which receive grant funding of over £500 must submit a completed project monitoring and evaluation report. Projects which were awarded under £500 must provide EBC with evidence of expenditure.
For more information about the terms and conditions of grant funding awards, please refer to Chapter 11 of EBC’s 2020-2024 Community Grants Policy.

Publicity

Applicants must acknowledge Erewash Borough Council as funder of their project on any publication. The Council’s logo/crest can be obtained from the Communications and Culture Manager on 0115 907 2244 extension 3578.
Note: Please be aware that all parents/carers are required to complete a photography consent form to enable, where possible, for photographs involving children and young people in the scheme to be used for promotional purposes. 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.

Play Scheme Guidance

Applications for locally delivered summer Play schemes will only be accepted from Parish Councils and the maximum amount that can be applied for is £1200.

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 Play scheme should provide additional play. For example the funding should not be used to fund activities already in existence.

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

You should demonstrate how you 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 the scheme.

The Play scheme grant may 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.

Inclusion & Equal Access

You should ensure that the Play scheme you are organising promotes the inclusion of children and young people with additional needs enabling them to have an integrated experience with other children and young people from their community.  You should therefore demonstrate how you intend to do this. 

Ofsted

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

Insurance

All schemes must be adequately insured and funding will not be released if this question on the application form is not answered.

Records

Records such as registers, accident and incident reports should be kept for a minimum of 3 years and in a secure place. Accounting records should be kept for 3 years for Private Companies and 6 years for Public Limited Companies. Further information about Running a Limited Company can be obtained from the UK Government website. 

Safeguarding of Children, Young People and Vulnerable Adults

If your project involves children, young people or vulnerable adults, you must confirm that you understand issues relating to child protection and demonstrate how you will ensure that the staff and volunteers you recruit are aware of your safeguarding policy and child protection procedure e.g. training before the project commences.

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

Applicants should be familiar with the advice, guidance and information concerning the Disclosure and Barring Service (DBS).  Up-to-date information about DBS can be found on the  UK Government's website.

Please note: The DBS does not currently charge for undertaking checks on volunteers.

Risk Assessment

You understand that it is your responsibility to risk assess your scheme(s) to ensure the health and safety of all participants which must include all Covid 19 restrictions which are applicable at the time(s) and date(s) your scheme(s) operates. 

Staffing

The statutory staffing ratio is 1:8 for children aged between 3 and 8. There is no statutory guidance for the staffing level for children aged over 8 but it must ensure that the children are kept safe and it must 'not be detrimental' to the care of any children at the club who are under 8. The usual recommended level is a ratio of 1:10 for children over 8.

You also need to have a minimum of two staff on duty at any one time. 

Marketing Your Play scheme

Play schemes should be advertised, as a minimum, through the following methods where available:

  • Neighbouring schools and after school clubs;
  • Leaflets distributed to your local libraries, sports centres, village hall, health clubs ;
  • Leaflets distributed via other children's clubs or organisations: Cubs, Brownies, church groups, playgroups and nurseries (to catch older siblings);
  • Publish an article or advert in the parish magazines for your area and neighbouring. 

Publicity

You must acknowledge Erewash Borough Council as funder of the project on any publication and also your Parish Council website. The Council’s logo/crest can be obtained from the Communications and Culture Manager tel. 0115 907 2244 extension 3578.

Note: Please be aware that all parents/carers are required to complete a photography consent form to enable, where possible, for photographs involving children and young people in the Play scheme to be used for promotional purposes.  Parish Councils are also requested to submit photographs, where consent has been given, with their end of project monitoring and evaluation report.

Older Person's Clubs and Disability Groups

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 disabled. 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.

The list below shows what falls under ‘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.

Application Form

To obtain an application form or to seek clarification on whether or not the council can fund your application, please contact the Community Engagement Officer: This email address is being protected from spambots. You need JavaScript enabled to view it., telephone. 0115 907 2244 ext. 3575 or call into either Ilkeston or Long Eaton Town Hall to arrange a meeting. 

Risk Assessment

You understand that it is your responsibility to risk assess your group to ensure the health and safety of all participants which must include all Covid-19 restrictions which are applicable at the time(s) and date(s) your group operates. 

Insurance

All Clubs are advised to take out public liability insurance as part of their Constitution. This would provide protection to the Club if it were to cause damage or injury to third parties through its proven negligence. All Clubs must be adequately insured, funding will not be granted if this question is not answered.

Supporting records such as attendance registers, accident and incident reports should be kept for a minimum of 3 years and in a secure place and will be made available for inspection by the council upon request.

Disclosure Barring Service (DBS) Checks

Going to an Older Person’s Club should be an enjoyable and safe activity that improves the quality of life of people within their community. People who attend clubs can be vulnerable due to age, ill health or disability, and it is important that everything possible is done to protect their safety, and to ensure that they are not put at risk of harm or abuse. 

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

If you are serving vulnerable adults with support needs you must ensure that your club has a planned approach to safeguarding issues.

Applicants should be familiar with the advice, guidance and information concerning the Disclosure and Barring Service (DBS).  Up-to-date information about DBS can be found on the  UK Government's website.

Please note: The DBS does not currently charge for undertaking checks on volunteers.

If you provide food

Anyone who supplies food outside a domestic setting has 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 the council and check if you need to be registered and inspected.

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

Arts Funding 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 2020-2021 we are interested in projects that incorporate the Five Ways to Wellbeing, and how you 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.

The Small Arts Grant can be used for:

  • Visual Art and Performing Art Practices.
  • Photography.
  • Film making.
  • Painting.
  • Drawing.
  • Textiles.
  • Printing.
  • 3D design and construction.
  • Digital art.
  • Music.
  • Drama.
  • Dance.

The Small Arts Grant can also be used to fund:

  • 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.

The Small Arts Grant may not be used to fund:

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

It is an integral part of the application process that you can demonstrate the following:

  • The project is needed within the area.
  • There would be no detrimental effect on other provisions already existing in the
    area.
  • Evidence of need, for example market research, questionnaires. An understanding of what participants/parents/carers can afford to pay. However, fees charged have to be realistic with meeting the running costs of the scheme.
  • All activities can and will be delivered in a COVID secure manner.

Please refer to EBC’s Community Grants Policy 2020-24 for more information about the terms of funding. More than one application from the same organization/community group within a 12 month period will not be accepted.

Inclusion and Equal Access

Applicants should ensure that projects promote the inclusion of children, young people and/or adults with additional needs, enabling them to have an integrated experience with other people from their community. Applications must contain evidence of how projects intend to do this.

Insurance

All projects must be adequately insured. Funding will not be released if this question is not answered on the application form.

Records

Records such as registers, accident and incident reports should be kept for a minimum of three years and in a secure place. Accounting records should be kept for three years for
Private Companies and six years for Public Limited Companies. Further information can be obtained from the UK Government website.

Safeguarding of Children, Young People and Vulnerable Adults

If your project involves children, young people or vulnerable adults, you must confirm that you understand issues relating to child protection and demonstrate how you will ensure staff and volunteers you recruit are aware of your safeguarding policy and child protection procedure such as training before the project commences.
All staff and volunteers must be checked by the Disclosure Barring Service (DBS) before the project commences.
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 Disclosure and Barring Service page of the UK Government website.

Staffing

The statutory staffing ratio is 1:8 for children aged between 3 and 8. There is no statutory guidance for the staffing level for children aged over 8 but it must ensure that the children are kept safe and it must 'not be detrimental' to the care of any children at the club who are under 8. The usual recommended level is a ratio of 1:10 for children over 8.

Marketing Your Project

Projects should be advertised, as a minimum, through the following methods where available:

  • Local press
  • Neighbouring schools and after school clubs (where appropriate).
  • Leaflets distributed to your local libraries, sports centres, village hall, and health clubs(where appropriate).
  • Published in an article or advert in the parish magazines for your area and
    neighbouring areas.

Publicity

You must acknowledge Erewash Borough Council as funders of the project on any publication and also your organisation’s website. The Council’s logo/crest can be obtained from the Communications and Culture Manager 0115 907 2244 extension 3578. Organisations running projects are required to take photographs and submit these electronically with the end of project monitoring and evaluation report (where consent has been given). Note: if your project involves children and young people, be aware that all parents/carers are required to complete a photography consent form to enable, where possible, for photographs involving children and young people in the project to be used for
promotional purposes. For further advice and template forms, please contact the Arts Development officer via This email address is being protected from spambots. You need JavaScript enabled to view it. or call 0115 907 2244 extension 4604.