Questions by Members:

Answers:

Could you please provide the specific figures for grant giving in 2024/25, 2025/26, along with the forecast for 2026/27 for each grant scheme applicable for those years and the source of the grant sums?

The attached table allows reference back to the funding identified in the report to Cabinet of 24 April 2024 (Public Pack)Agenda Document for Cabinet, 19/04/2024 10:30 (page 119) on the Grant Funding Review and compare since then. 

Figures in red are significant changes from the previous year.

No figures are included for 26/27 as the Council’s budget has not yet been agreed.  Items such as the funding to Citizen’s Advice Tendring (CAT) for the advice service will remain the same as the Council holds a three year contract with CAT.  Similarly, the funding of £23K for the mental health hub is part of the base budget.

External funding is likely to reduce very significantly as there is only limited funding left from health partners and no new funding will be offered and other funding such as the Shared Prosperity Funding (UKSPF) and Rural England Prosperity Funding (REPF) is not being provided by the Government next financial year.  

We were discussing a new Grants Policy this time last year.  What is the projected timeframe for the policy’s completion?

By March 2026. The High Level Funding Framework was agreed by Cabinet on 20 September 2024(Public Pack)Agenda Document for Cabinet, 20/09/2024 10:30 (page 673) which set out a high level approach to allocating funding.  It also agreed that an External Funding Policy be produced to be agreed by the Leader of the Council as the Portfolio Holder for Corporate Governance and Finance.  The High Level Funding Framework has now been used by officers for a period of time and has proved to be effective for allocating funding. 

Following this successful period of operation, the draft External Funding Policy is now being written to build on the High Level Funding Framework.

Is there a commitment to consulting this Committee at a formative stage in the development of a Grants Policy?

The concepts in the new Policy will be highlighted at this meeting for any comments which will then be considered for inclusion in the Policy.

Could you please provide an update on the delivery against the recommendations from this Committee previously approved in respect of a grants policy?

[The recommendations are set out in the papers for the meeting]

The Committee RESOLVED TO RECOMMEND to Cabinet to seriously consider the following actions:

(a) the establishment of an Oversight Group of Members for grant schemes across the Council;

No decision was made by Cabinet to set up an oversight group

(b) some form of gap analysis – even is full analysis is too large a project to be achieved and the opportunities to ‘flex’ grant giving to maximise the range of organisations receiving financial support in the District across the years.

While the Council has not completed a formal gap analysis, it has maximised the range of organisations benefiting from grants by providing “open calls” for projects, for example for the UK Shared Prosperity Fund, with broad criteria that enable a wide range of organisations from across the district to apply for and to benefit from funding.

The proposed External Funding Policy seeks to set a framework around how funding is allocated which will provide a fair and equitable allocation so that a wide variety of organisations can apply which will be in line with the Council’s Corporate Plan and need within the district.

(c) further standardised processes for different grant giving arrangements to help deliver best practice across those separate grant giving arrangements (eg around the length of time between opening invitations for applications and the closing date, common and plain language to explain the processes (and be available on the website), details of other grants received, the time between closure of application and determination/notification of outcomes, and the post grant-giving monitoring arrangements).

The proposed Policy highlights the importance of timely processing of grants, the need for plain and clear language, the importance of publicising the grant opportunities, the provision of support for applicants where appropriate, the identification of other grants received and monitoring.

However, it also retains the necessary flexibility given that there may be revenue and capital grants, grants of different sizes, and with different external funder conditions, so it does not seek to impose full standardisation on all grants.

(d) Adopt a consistent ‘you said, we did’ opportunity for organisations applying for grant funding to feed back on their experiences;

The proposed External Funding Policy requires that feedback is obtained from a sample of those who have received grant funding to understand their experience which can then be used to improve processes.

(e) Look at organising an open day for community/voluntary groups in conjunction with other grant funding organisations (and CVST) to disseminate information on those grant schemes and help to break down barriers to access grant funding for these community/voluntary groups.

On 12 March 2025 the team running the major open funding stream, UKSPF, held an open day for voluntary groups in the Princes Theatre to launch the funding and promote it to local organisations.

[If not answered in the above] Is it intended that the Grants policy will include provisions for monitoring how Council-allocated grants has been utilised?

The proposed External Funding Policy has a specific section on monitoring and evaluation.  This requires funding recipients to undertake evaluation of their work in accordance with the grant giving criteria to ensure their activities meet the purpose of the funding.  This must be monitored by officers following reporting from the funding recipient and the proposed Policy refers to claw back of funding where there is a failure to deliver against the criteria for the funding.

[If not answered in the above] Could you clarify whether it is intended for the policy to include specific monitoring requirements and criteria for lower-level expenditures, and how these are determined?

The Policy does require evaluation and monitoring of all allocations of funding which would include lower levels and these are determined in relation to the criteria identified through the application process which will then be transferred into any subsequent agreement.  It is however accepted that at low grant levels this is likely to be a straightforward monitoring process.

[If not answered in the above] How are potential applicants notified of these grants in the absence of broad advertising?

The proposed Policy identifies the need to ensure there is equitability of access for applicants to apply for funding and therefore opportunities should be advertised for example on the Council website and newsletters, for example from the economic growth team, in addition disseminated to partners for further sharing.   There is also the potential for Members to be able to help link to relevant organisations in their areas to help make them aware of any funding opportunity.

[If not answered in the above] This Committee has previously requested Member oversight; could you confirm whether such oversight has been applied to this policy?

Yes. The draft Policy is proposed to be agreed by the Leader of the Council as Portfolio Holder for Corporate Finance and Governance in accordance with the Cabinet decision. This provides Member oversight of the Policy.  In terms of agreeing allocation of funding to particular programmes, this is done via Executive Decisions, which is again A Member decision (Cabinet member).  

Could you provide a detailed overview of the sports and recreational activities currently being undertaken within Tendring District, including information on team visits and any invitations for attendance?

An amount of funding (£122K) has been set aside to implement the Sports and Activity Strategy which will be allocated over a number of years and is proposed to include grant funding and direct spending on Council initiatives to support physical activity.

A number of Sports Forum events are taking place across the district in 2026 which will provide information about opportunities and funding for sports clubs, activity providers and community groups to support local physical activity.     This includes events at the Columbine Centre on 21 January, Dovercourt Bay Lifestyles on 23 January, Mistley Parish Council on 28 January and Clacton Leisure Centre on 3 February with all events occurring between 6pm and 7pm.

Could you outline the progression plan in the context of Local Government Reorganisation, particularly given that some grants will continue for several years? How will these programmes be evaluated under the new governance arrangements, and what assurances can be provided that recipients of existing grants will remain protected under any new policies?

(John Fox) The current authority cannot bind the new unitary authority. However, a written document has been agreed between both parties setting out the areas to be taken forward. In addition, a number of existing contracts carry legal obligations over a defined period, which the new authority will be required to honour.

As the transition date approaches, these matters will become more pertinent. [This point was noted for further consideration by the Head of Health & Partnerships].

Given that some individuals and services are dependent on this funding, what safeguards will be in place to ensure continuity, particularly in areas such as mental health provision where clients rely on ongoing support?

Would it be feasible to incorporate such a safeguard within the Committee’s recommendations?

Is it possible to include a provision within the policy, notwithstanding that it would not be binding on the new authority?

(John Fox) There is merit in that point, particularly regarding the need to manage the transition effectively and ensure that the necessary discussions take place in advance.

(Richard Barrett) The Committee may put forward a recommendation; however, its implementation cannot be guaranteed, as the Committee has no authority to bind the new unitary body.

(Richard Barrett) There is no reason a reference to this cannot be included.

In relation to the adoption timeline, are we currently on track?

(John Fox) Yes, we are.

I welcome the emphasis on equality in the assessment process. Could you outline how applications are reviewed to ensure that those which may be less polished in presentation are nonetheless given full and fair consideration based on their substantive content?

(Richard Barrett) Both Cabinet and the Audit Committee will review the policy in accordance with the Annual Governance Statement. The Head of Internal Audit will also be asked to consider the policy, although in practice they are already engaged on a consultative basis. As the period of extensive scheme activity has now concluded, there is limited grant funding available for 2026/27, resulting in fewer opportunities going forward.

Could an example of a monitoring or end?of?project report be provided to illustrate the expected format and level of detail?

(John Fox) It is difficult to provide a single example given the varying levels of grant funding. However, guidance could be added to the monitoring section to indicate the key information that should be included.

Given that external funding is likely to reduce significantly, has consideration been given to the implications for the transition to the unitary authority should available funding prove insufficient?

(John Fox) We must work within the funding available to us. Our health partners have previously provided substantial support, but their circumstances have changed and that level of funding is no longer available, which we will need to manage carefully. It is clear across the wider system that funding is currently constrained, and this will present challenges for our area. Both we and our partners are therefore focused on the sustainability of activities, particularly as we enter a period of reduced Council and external funding.

What is the proposed approach for managing any residual grant funding at the point of Local Government Reorganisation?

(Richard Barrett) My expectation is that there will be no TDC?specific scheme. Any future scheme is likely to be funded by an external body, and we would therefore be subject to their requirements. I do not anticipate a locally administered scheme, as this is not part of the current plan. The conditions attached to any grant funding we receive will depend on the grant provider and the arrangements in place over the coming years.