The Clothworkers’ Foundation[i]
Grant Terms and Conditions:
1. One copy of these Terms and Conditions must be returned to us within two weeks of the date of your grant offer/ award letter, having been signed by an authorised officer of your organisation (Chief Executive, Chair or Trustee). By signing it you agree that your organisation will adhere to these Terms and Conditions.
2. We acknowledge that projects sometimes change as they develop. However, no material change to the project or its implementation in accordance with the details in the application form (or subsequent relevant correspondence) may be made without our prior written consent.
3. The grant may be used only for the purposes outlined by your organisation in your grant application as approved by us. If the grant is restricted to certain items, we will make this clear in your grant offer/ award letter.
4. If your grant is £5,000 or less you will receive a grant award letter enclosing your grant payment and these Terms and Conditions.
5. All grants over £5,000 will initially receive a grant offer letter with these Terms and Conditions and any other conditions specific to your grant.
6. You must inform us of the date your project is expected to start by completing the declaration at the bottom of this document and keep us informed of your progress towards your start date.
a) The project must start within twelve months of the date of the grant letter (unless otherwise agreed by us in writing). You must contact us immediately if the project is delayed for any reason. Unless an extension is agreed by us in writing, the offer will automatically lapse after twelve months.
b) The grant must be spent on the agreed project within twelve months of the start date (unless otherwise agreed by us in writing). If, once you have received the money, you envisage the timescales of your project changing, you must contact us immediately to explain the situation and request written approval for any extension of the term of your grant.
7. You will receive your payment after all conditions have been met satisfactorily.
a) Grants must be claimed in writing with evidence that you have met the conditions specified in your grant offer letter.
b) We reserve the right to withhold payment of the grant if we are not satisfied that your organisation is in a position to spend the money on the agreed project or if you have not met the conditions satisfactorily.
8. Unless agreed by us in writing, the grant may not be allocated towards professional fees (e.g. architect or surveyor fees).
9. On completion of a project, any unspent portion of the grant must be returned to us immediately.
MONITORING AND EVALUATION
10. Progress reports and evidence of how the grant has been used must be provided. Progress reports are required at six monthly intervals from the date of your grant payment until completion of the project. These timescales must be adhered to; in some circumstances we may ask for more frequent reports. We also require a breakdown of how the grant has been spent. If you do not provide progress reports as specified, we reserve the right to reclaim the grant.
· Your organisation must provide a final report no later than six months after the funded project has been in use. This report must include a breakdown of all income for the project including our grant and how it has been spent.
11. Proper accounts and records must be kept, both for your organisation and for the project supported by our grant. These must be available for inspection at any reasonable time. Your organisation’s audited or independently examined accounts for the year in which you received the grant and any subsequent years it remains unspent, must be sent to us annually until the project is completed.
· The grant must be shown in your organisation’s annual accounts as a restricted fund and not included under general funds. This means that the unspent funds and/or assets in respect of this grant must be shown separately in your organisation’s accounts.
12. We will only consider the grant to be closed after receipt of: timely and satisfactory progress reports, audited/ independently examined accounts relevant to the period of funding plus any additional funded items such as publications or project evaluation.
13. We reserve the right to visit your organisation to see the project supported by the Foundation. We will contact you before the visit takes place.
CIRCUMSTANCES IN WHICH A GRANT MAY BE WITHHELD OR HAVE TO BE REPAID
14. We will require repayment of all or part of the grant if your organisation becomes insolvent or goes into administration, receivership or liquidation and the project for which the grant was awarded has not been completed.
15. We may at our absolute discretion withhold or demand repayment of the grant if:
a) There is any serious, irremediable or (after notice) repeated breach of any of these Terms and Conditions;
b) The application form and supporting information was completed dishonestly or significantly incorrectly or misleadingly;
c) Your organisation fails to complete the project on time or within a reasonable period (where no end date is specified);
d) Members of the governing body, volunteers or staff of your organisation have acted dishonestly or negligently at any time during the project period and directly or indirectly to its detriment;
e) Your organisation receives duplicate funding from any other source for the same project;
f) Your organisation does anything or omits to do anything which would or might bring The Clothworkers' Foundation into disrepute.
DURATION OF GRANT TERMS AND CONDITIONS
16. These Terms and Conditions will (unless the context or express provisions otherwise indicate) remain in force until the latest of the following:
a) [For the period of] one year following payment of the last instalment of grant;
b) So long as our grant remains unspent, or the project for which the grant was awarded remains incomplete.
c) So long as any of the grant Terms and Conditions remain unfulfilled, incomplete or any breach of the same continues. This includes receipt of your organisation’s accounts
17. You may not make a further application to us until five years have passed from the date of your grant letter.
[1] The Clothworkers' Foundation includes the following: The Clothworkers’ Charity for Welfare of the Blind, The Clothworkers’ Charity for Relief in Need and The Clothworkers’ Charity for Education.