Football Foundation: Grow The Game Online Grant Management Workshop FPM Name, Facilities Programme Manager
1. Plan for the Workshop Brief information about the Football Foundation. Aim of Grow the Game grant. Information to help you manage your grant and finances. What monitoring you need to do. Help with getting started / setting up your new teams. How to create additional income. Online Grant Management Workshop May 2016 Slide 2
2. The Football Foundation Our Mission. The Football Foundation is the largest sports charity in the UK funded by the Premier League, The FA and Government (via Sport England). It funds the development of new and refurbished grassroots sports facilities improving the quality and experience of playing sport at the grassroots level. Since it was launched in 2000, the Foundation has awarded around 12,000 grants worth more than 490m towards improving grassroots sport, which it has used to attract additional partnership funding of over 651m over 1bn of investment into the grassroots game. Online Grant Management Workshop May 2016 Slide 3
3. Aims of Grow the Game. Overriding aim of the scheme is; To invest in projects that aim to increase participation in grassroots football by supporting the costs associated with providing new activity. The Grow the Game programme aims to; Increase participation in grass roots football by both players and volunteers. Support the costs associated with new activity. Fund projects that add new teams to an existing football club. Fund the highest priority projects in each individual county. Online Grant Management Workshop May 2016 Slide 4
4. Your Aims. Overriding aim of the scheme is; To invest in projects that aim to increase participation in grassroots football by supporting the costs associated with providing new activity. Do you know: How many teams you are planning to set up? When each team will start? How many new players you will recruit? How many new coaches will be trained? How much you have been awarded? Online Grant Management Workshop May 2016 Slide 5
5. Grant Agreement. Accepting the grant The grant agreement is a legally binding agreement comprising of the grant offer letter and the terms and conditions of grant. You must accept the grant offer within TWO MONTHS. Two members of the Club s committee must submit the combined grant acceptance form and first claim form. Print a copy for your records. Every member of the committee should read the terms and conditions and understand what the Club has agreed to. The grant agreement starts on the day we receive the combined grant acceptance form and first claim form and ends when you have fulfilled all our terms and conditions. Online Grant Management Workshop May 2016 Slide 6
6. Grant Agreement. Terms and Conditions Please ensure you have read and understood the following sections of your Terms and Conditions: 1. Definitions 2. Acceptance 3. Specific Requirements 4. Monitoring Online Grant Management Workshop May 2016 Slide 7
7. Grant Agreement. Terms and Conditions The Grant is only used to finance the Project as defined in the Grant Offer Letter. The Grant should not be used to pay for any spending commitments made before the date the Grant Acceptance form is received by the Foundation. You obtain written agreement from the Foundation before any changes to the Project are made, including transferring the grant to a new entity. You comply with all statutory requirements and other laws and regulations relating to the Project. You maintain full and proper accounts and records regarding the Project. All football coaches employed and funded by the Grant must be Football Association qualified; The Grant is not to be used to pay current volunteer staff or members of the Organisation; No one is be denied access to use the Project on grounds of race, creed, colour, sex, occupation, sexual orientation, religion or political persuasion; You must not charge fees or subscriptions for participation in the Project that prevent anyone from playing. Online Grant Management Workshop May 2016 Slide 8
8. Grant Agreement. Terms and Conditions The Foundation reserves the right to suspend further payments, demand repayment or stop any future payment of the Grant if: Your Club/School/Organisation stops operating for any reason. You fail to use any part of the Grant for the purpose for which it was made, or fail to complete the project. Any of the information given is fraudulent, incorrect or misleading. You fail to comply with any of the terms and conditions. You fail to claim for the first payment of the Grant within two months of the date of the Grant Offer Letter or fail to claim any further payments of the Grant by the relevant deadline. The final total Project expenditure is less than the estimated expenditure. Online Grant Management Workshop May 2016 Slide 9
9. Monitoring Your Grant Upshot For the first time in 2016 grantees will benefit from utilising a bespoke monitoring tool, Upshot, which has been developed by the Football Foundation to allow live monitoring of your grant. Throughout the season you will be required to: Affiliate all newly created teams via The FA Whole Game System Upshot is linked to ensure no duplication of work for you. Complete the assigned Deliverables in the Plan section of Upshot. These FA targets will ensure your new teams have the best chance of being sustainable. Add all the Coaches and their qualifications to the system. That way we will know the new teams are getting the best possible coaching. Optional: You can also use the system to add your fixtures and monitor attendance! Online Grant Management Workshop May 2016 Slide 10
10. Claiming your next instalment. Information required In addition to using Upshot you will need to submit a claim form at the end of the season which will ask you: How you spent the grant (Eligibility list found on pg11). To confirm your bank details. To provide receipts (only if selected). Confirm you would like to claim the next instalment of your grant. Why? To ensure the grant has been spent as per the T&Cs of the project. To provide online signatures for legal reasons. To keep us updated with any changes to your committee and points of contact. Provide an opportunity to discuss the success of your project with Football Foundation staff. Online Grant Management Workshop May 2016 Slide 11
11. Claiming Your Grant. Important information It is your responsibility to claim for your grant annually. Payments must be requested using the online Grow the Game claim form. Payments will be made via BACS. Payments should be made within a month of us receiving the claim form. First claim should be made at the start of your project or within two months of the offer letter. Subsequent claims should be made in the same month each year. Do not send in evidence of expenditure but ensure that you keep these records. Online Grant Management Workshop May 2016 Slide 12
12. Claiming Your Grant. How can I spend the grant? The maximum amounts you may spend on each item in each year of your project are set out in Annex A of your offer letter. This Annex is personalised for each individual applicant. Please see below an example of a two year grant based on the creation on one new team. Item Year One Year Two Facility Hire 500 250 Hire of FA qualified coaches 300 150 Referee fees 150 160 FA coaching courses 80 40 Additional courses 60 30 Affiliation fees 100 50 League entry fees 100 50 CRB checks 100 50 Promotion and recruitment 50 0 First aid kits 35 0 Online Grant Management Workshop May 2016 Slide 13
13. Claiming Your Grant. Evidence of Expenditure Project expenditure Facility hire Hire of FA qualified coaches Referee fees FA coaching courses Additional courses Affiliation fees League entry fees CRB checks Promotion and recruitment First aid kits Evidence required Invoice Invoice (signed by coach) Details of match/date/fee Invoice Invoice Invoice Invoice Invoice Receipt/invoice Receipt/invoice All invoices should include: 1. Tax date 2. Invoice on headed paper 3. Invoice number 4. If VAT registered, VAT number is present 5. Details of goods/services provided Online Grant Management Workshop May 2016 Slide 14
14. Getting Started. Promotion and Publicity The Football Foundation will write to your local MP to tell them that you have been awarded the grant. To help promote your grant, you should: Send a press release to your local paper cc ing in our press office at events@footballfoundation.org.uk. Tweet about your award, including the handle @FootballFoundtn in your message. Have an open day/launch to advertise the new teams. Print some flyers/posters advertising the new teams. Online Grant Management Workshop May 2016 Slide 15
15. Getting Started. Role of CFA Hiring coaches Affiliating Booking training courses Working towards Charter Standard Registering for the most appropriate league CRB checks Advice on other Football Foundation grant streams Also advice on recruitment and retaining volunteers Online Grant Management Workshop May 2016 Slide 16
16. Useful References Please take a look at http://www.footballfoundation.org.uk/fundingschemes/ for the latest grants available. Our Sustainability toolkit is also on our website at http://www.footballfoundation.org.uk/funding-schemes/grow-thegame/maximising-participation/ and contains tips and advice on planning the longer term sustainability of a project. Online Grant Management Workshop May 2016 Slide 17
17. Contacting the Football Foundation. The most efficient way to contact us is by email Please let us know, in writing, if any of the following changes: Lead organisation Main contacts (important for claims) Aims / outcomes of the project Delivery of the project The project expenditure Timescales for completing the project Governance documents Bank details (on claim form). Online Grant Management Workshop May 2016 Slide 18
18. Contact Details. Grow the Game helpline 0845 345 4555 ext. 4240 GtG@footballfoundation.org.uk Your County FA Development Manager http://www.footballfoundation.org.uk/funding-schemes/grow-the-game/preapplication-advice/ Online Grant Management Workshop May 2016 Slide 19
Football Foundation Website. www.footballfoundation.org.uk. Online Grant Management Workshop May 2016 Slide 20