Everybody Foundation Policy

Introduction

The Everybody Foundation exists to provide grants to the Cheshire East community to keep sports clubs active and keep people playing the sports that they love.

The Everybody Foundation is a charitable incorporated organisation (Registered Charity Number 1174873) benefiting particularly the public in the areas where Everybody Health and Leisure operates. It is governed by a board of trustees.

The Everybody Foundation has the following three aims for the benefit of the public within the communities in which Everybody Health and Leisure operates:

1. Promotion of a Healthy & Active Lifestyle – Organisations can be funded to deliver projects that encourage people to be active and healthy. This could include a one-off community event, to kick-start an activity programme or deliver something completely different.
2. Assisting Individuals to Achieve Their Potential – Individuals can be supported to be active regardless of whether that is trying to win an Olympic gold medal, develop the skills to help others to be active or to access their session of choice more regularly.
3. Improvement to Facilities Used to Fulfil an Active Lifestyle – Funding can be used to pay for facility developments and the purchase of non-sporting equipment that helps the communities in which Everybody Health and Leisure operates to be more active.

This policy covers the process for applying for grants, how grants are allocated, requirements for beneficiaries, the feedback process and how we manage data.

If you require this policy in an alternative format, please email [email protected]

Policy Updates

This new policy replaces the following:

• Everybody Foundation Feedback Policy
• Everybody Foundation Grant Making Policy
• Everybody Foundation Privacy Policy
• Everybody Foundation Safeguarding Policy

Who Does This Policy Apply To & When?

This policy applies to all staff, managers and trustees of Everybody Health & Leisure, including those representing the Everybody Foundation and all parties involved in the application for, and receipt of, grants from the Everybody Foundation.

Related Policies

You may want, or need, to refer to other Everybody policies and guidance including:

• Cookie Policy
• Customer Policy
• Everybody Keep Safe
• Privacy Policy

Definitions

Adult at Risk – Any person aged 18 years and over who may need community care services by reason of mental health issues, learning or physical disability, sensory impairment, age, or illness and who may be unable to take care of themselves or unable to protect themselves against significant harm or serious exploitation.
We have a wider definition of whom we consider to be adults at risk. This includes people encountering domestic abuse, sexual exploitation and/or human trafficking, people who are experiencing homelessness, people suffering from alcohol and substance misuse, and people who are refugees or asylum seekers.

Child – Anyone who has not yet reached their 18th birthday

Everybody – Recognised shorthand for Everybody Health and Leisure

Everybody Foundation – Charitable organisation responsible for fund-raising activities and grant awarding. Sometimes referred to as the “Foundation”.

Grant – A financial award made by the Everybody Foundation from its funds to support charitable activities, primarily to constituted groups or individuals in need, but sometimes to other bodies.

Grant Principles

The Everybody Foundation budget for each grant round is decided by the Trustees based on donations received in the preceding period. The budget is managed to ensure that there is funding available for all funding rounds.

All grant decisions are made based on the principles outlined in this policy and the agreed budget for the period.
Due to the limited budget allocation and the desire to support as many qualifying applications as possible, there is no guarantee that successful applicants will be allocated the full requested amount. Where this is the case The Everybody Foundation will need evidence that organisations and individuals have alternate finance for any outstanding balances prior to the release of funds.

Grant Criteria

Applications from groups and organisations will only be considered that benefit Cheshire East communities.

Applications from individuals will need to show a significant connection with Cheshire East to be considered.

Organisations must be a voluntary or community organisation, registered charity or other not for profit organisation with a management committee, bank account, governing document and appropriate policies and procedures in place.

Individuals can be awarded up to a maximum of £250 per year. The maximum organisations can be awarded will be subject to change each year.

Who Can Apply

Applications can be made by anyone on behalf of themselves, another individual or a group/organisation.

The Everybody Foundation can fund individuals or organisations that:

• are active within or have significant links to communities in Cheshire East,
• can demonstrate a clear need for the money requested and the difference it will make,
• complete the application form in full with all the required detail,
• have their own bank or building society account,
• have not received support from the Everybody Foundation within the previous 12 months.

In addition, organisations must:

• be a voluntary or community organisation, registered charity or other not for profit organisation,
• have a bank account and the ability to provide such information as reasonably requested to illustrate the organisations financial position and the need for assistance requested,
• have a management committee and governing document,
• have appropriate safeguarding policies and procedures including a requirement that staff/volunteers are cleared with the Disclosure and Barring Service where appropriate.

Priority will be given to organisations that are providing contributions from their own funds.

New applicants will also be given priority subject to all other conditions being met.

The Everybody Foundation cannot fund:

• Activities of a mainly political or religious nature
• Work that has already taken place before the award of the grant offer
• Land purchase
• Vehicle purchase
• Salaries
• Items that are being purchased on behalf of another group
• Events that do not benefit the local community
• Organisations that hold substantial free reserves.

General Application Criteria

1. Individuals and organisations must be able to participate in a monitoring and evaluation process and provide requested information to evidence how the grant funding has been spent, the outcomes achieved and adherence to the conditions of the grant. This may include receipts or invoices and a written report of the project, activity or event, plus, if possible, photographs on completion;
2. Individuals and organisations must acknowledge the support of the
   Everybody Foundation in press releases, publicity and advertising etc.;
3. The individual or organisation will allow the Everybody Foundation to use details of the grant award, together with any relevant photographs supplied, in newsletters and on the Everybody Health & Leisure and Everybody Foundation website;
4. Expenditure requested in the application, must not be incurred on the project, activity or event prior to the grant decision being given. In these circumstances the Everybody Foundation will withdraw the grant offer/rescind the grant decision;
5. Any profits from events must be used to further develop the organisation or for any future events and not used to support other organisations or individuals;
6. If the project involves work on land or a building, including refurbishment, the applicant must own the freehold of the land or building, or hold a lease that cannot be brought to an end by the landlord for at least 5 years;
7. Planning permission must be in place, if required, before the grant application is made. The Everybody Foundation may ask for confirmation that planning permission is not required, or, if it is required, has been granted. Grant applications without planning permission in place will only be considered if the application is for a feasibility study or architects fees in order to establish the viability of the project;
8. Organisations must be committed to, and have policies on, equality and inclusion. In delivering the services or activity the organisation must not unlawfully discriminate, directly or indirectly, against any of the nine protected characteristics which are: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion and belief, sex and sexual orientation. The organisation can direct some or all of its activities at specific groups where the intention is to address discrimination or disadvantage;
9. The grant must only be used for the purposes specifically stated in the application. Should it be spent in any other way, without written approval from the Everybody Foundation, the individual or organisation may be asked to return some or all of the monies paid;
10. If the project, event or activity is cancelled or only partially achieved, or if the organisation is wound up, any unused grant money must be returned to the Everybody Foundation;
11. All conditions under which the grant has been awarded, including any special conditions, must be met. Failure to do so could result in the individual or organisation being asked to repay the grant monies to the Everybody Foundation.

Application Process

Applications for the Everybody Foundation must be made using the Everybody Foundation Application Form. All sections must be completed, incomplete applications will not be considered and will be returned. This could cause your application to be delayed or deferred.

Supporting documentation may be requested prior to the application being fully considered. Failure to supply all the required documentation by the deadline given will result in the application being treated as incomplete.

The closing dates for receipt of applications will be subject to change each year. Applications must be completed on the official website, with the link being sent via email from [email protected].
All grants must be formerly awarded before any work or purchases requested in the application are made.

Applications will be considered by the trustees at least three times per year. Notification of the outcome of applications will be made within eight weeks of the closing date.

Safeguarding

Safeguarding relates to the actions taken to promote the welfare and wellbeing of children, young people, and vulnerable adults, and to protect them from harm, abuse and neglect.
The Everybody Foundation takes the safeguarding of children and adults at risk seriously and we expect organisations applying for our funding to have a safeguarding policy which is up-to-date and relevant to their beneficiaries.

As an organisation, the Everybody Foundation Grant Award Terms & Conditions outline the need for appropriate safeguarding policies and procedures including a requirement that staff/volunteers are cleared with the Disclosure and Barring Service where appropriate.

The need for a Safeguarding Policy is outlined in the Everybody Foundation Grant Making Policy which is issued as part of Everybody Foundation Application Pack.

We are looking for assurance of an organisation’s commitment to protecting their beneficiaries, staff, and volunteers from any abuse. We appreciate that each organisation has differing levels of information in their safeguarding documents but expect your policy to be suitable to your organisation and the requirements to safeguard your beneficiaries, staff, and volunteers from any abuse.

From time to time, the Everybody Foundation may ask to see a copy of your Safeguarding Policy. Failure to provide this, in a timely manner, would be kept on record and may impact on the likelihood of success of subsequent applications to the Everybody Foundation by your organisation.

Feedback

Everybody and the Everybody Foundation are committed to providing the highest possible levels of service. Feedback and learning from it are an important part of this process. The Everybody Health & Leisure feedback process is available through the Customer Policy.

Feedback in relation to the Everybody Foundation should be emailed to [email protected] as soon as possible and include:

• Full name
• Contact details including, wherever possible, a daytime telephone number
• Full description of your feedback or complaint
• The names of any people you have dealt with so far
• Copies of any supporting documents relating to the feedback or complaint.