1a: All applicants are required to provide in their application a proportional budget to show the total costs of their project and the details of how the money applied for from the Trust will be spent if the application is successful. Any grant application should not include a cost for voluntary labour.
1b. All recipients of grants from the Trust are required to send to the Secretary of the Trust, within 6 months of the date of when the grant is awarded, a detailed statement of account to show how the money from the Trust has been spent, together with the relevant receipts for payments which they have made from this money. If the recipient of the grant fails to send in receipts after being awarded a grant, the applicant would not be awarded any further grants.
2a. All applications for grants should be sent by the due date, by letter or email, to the Secretary of the Trust. The Secretary will then copy all the applications received by the due date to all Trustees at least one week before the Trustees will meet to determine the award of grants to the successful applicants. The "due date" is the 1st day of the month in which a Trustees' meeting is held, that is, March, June, September and December.
2b. When a grant application from an individual Trustee or from a Trustee's own family or near relative is to be discussed and determined by the Board of Trustees, the Trustee concerned must leave the room and take no part in the discussion or decision-making process.
2c. When a grant application from Horspath Parish Council (to include Horspath Recreation Charity and Horspath Village Hall) is to be discussed and determined by the Board of Trustees, a minimum of two of the Trust's Independent Trustees must be present at the meeting and their approval in support of the application must be given before that grant can be awarded.
3. Individual residents and organized community groups in Horspath may apply for grants from the Trust, but in the event of over-subscription, priority will be given at the discretion of the Trustees to the support of projects which benefit the community as a whole over those which benefit only individuals. Applications from individuals may only be granted for musical, artistic, education & training (but excluding general tuition fees), general environmental, cultural or sporting purposes (excluding general membership and subscription fees) and care in the community for the elderly and disabled. It may be insisted that any such grants are paid to a relevant third party supplier. Trustees welcome applications for grants which will fund part of the total cost of a project which will be partly funded to an equal extent by the applicants themselves.
Trustees agreed that there is a need to consider setting money aside for future investment. Trustees agreed to continue to set aside 10% of the Trust's total income, which will not be available for grants. A review will take place in one year unless it is required sooner.
Trustees agreed that the Parish Council can apply for more than the £4,500.00 grant in order to carry our capital works.