COMMUNITY AND DEMENTIA FUNDING 2017 to 2020 Life Changes Trust GUIDANCE FOR APPLICANTS Options 1 and 2: Three Year Funding October 2016
Please read this guidance carefully before completing your application. You are strongly advised to also read the other documents cited here. To discuss this guidance or your application, please contact: Graham Hart, Insight and Evaluation Officer, People Affected by Dementia Programme on 0141 212 9618 or at graham.hart@lifechangestrust.org Graham will arrange for a member of the Dementia Programme Team to get back in touch with you. We anticipate a large number of applications and queries will be responded to in the order they are received. People Affected by Dementia 3 YEAR FUNDING - GUIDANCE FOR APPLICANTS Page 2 of 26
1. Background Please refer to our Dementia Programme Strategy and, in particular, to Priority 1. You will find the Strategy on our website - http://www.lifechangestrust.org.uk/our-publications The Life Changes Trust first began funding dementia friendly communities in 2015 in order to: 1. Improve quality of life and well-being of people whose lives are affected by dementia both people with dementia and carers. 2. Support more rapid and effective development of Dementia Friendly Community projects and practices across Scotland so that: people will be aware of, and understand more about, dementia; people whose lives are affected by dementia will seek the help and support they need; and people affected by dementia are included more in their community, enabled to be more independent and exercise more choice and control. 3. Actively share findings and learning from Dementia Friendly Communities funded by the Trust and also other non-trust funded initiatives - in order to improve Dementia Friendly practice across Scotland, and so that others can learn from Scotland. 4. Support the development of positive relationships, mentoring and learning between Dementia Friendly Communities in Scotland, and also between Dementia Friendly Communities and similar initiatives that support the empowerment of those affected by dementia. Page 3 of 26
5. Identify the longer-term support needs of communities in Scotland that are aiming to be dementia friendly to inform the planning of a second phase of Trust funding as well as to inform wider funding, policy and practice. This will help to consolidate and develop the impact, reach and benefits of dementia friendly initiatives. Phase 1 In April 2015, the Life Changes Trust invested an initial 3.4 million in 14 Dementia Friendly Communities over three years. As a result, the Trust has witnessed first-hand the work of some exceptional projects and individuals who are dedicated to making life better for people affected by dementia. These communities are all very different. Some are geographical communities and relate to a specific location like West Dunbartonshire, Kirriemuir or Dumfries and Galloway. Others are communities of interest that bring people together because they are interested in similar activities, for example, sport, art or walking outdoors. Each community was chosen for funding because it understood that people living with dementia and carers have to be central to the development and growth of a dementia friendly community. They need to have a significant say in how it is run, to the extent that they are able. Otherwise, it is not their community. The people who lead these communities understand this and demonstrate it on a daily basis. They see the person more than they see the dementia. Many people who are part of a dementia friendly community have spoken about the benefits of meeting with others in a similar situation and sharing their experiences. They also talk about how good it is to be able to reengage with society and do something positive in the community with their partner or another family member, as well as with others. Page 4 of 26
On our website you will find a first report detailing initial evidence from the Trust-funded dementia friendly communities and we strongly suggest you read it before applying: Dementia Friendly Communities Report 1 - The First Six Months - http://www.lifechangestrust.org.uk/our-publications A second report will be published in the autumn of 2016 and will also be available on our website. Page 5 of 26
Phase 2 The Life Changes Trust has decided to fund a second phase of Dementia Friendly Communities, investing a further 2 million over three years from 2017 to 2020. The Trust, in Phase 1, provided Dementia Friendly Communities with support to generate robust evaluation and facilitate the sharing of findings and learning. Reflection on what has been learned so far has informed the Trust s approach to the next phase of funding. The Trust wants to continue to explore more deeply what a dementia friendly community is all about and just how outcomes for people living with dementia and carers are achieved. In addition, the Trust wants to support those who are at the very earliest stages of starting a community that is dementia friendly and so we are also offering specific development funding. (If you wish to apply for development funding, see the separate guidance for this available on our website. There is also a separate application form for this). We are looking to fund a wide variety of geographical dementia friendly communities and communities of interest, both large and small. For geographical communities, we are looking for community-led, grassroots initiatives that have included people living with dementia and carers in the planning (not just as a member on a steering group). For communities of interest, we are looking for projects that act as exemplars for others and which will also integrate with the wider community. We are unlikely to fund communities of interest that are the same as those we have funded in Phase 1 unless they can demonstrate something different or unique. Page 6 of 26
Collaboration and learning Collaboration is already a distinctive feature of how Trust-funded Dementia Friendly Communities work together and with others. The leaders of all Trust-funded projects meet together once a quarter, along with people living with dementia and carers. There is a lot of networking and partnership working between them and also with projects not funded by the Trust. If you receive funding, you will be expected to attend these one-day quarterly gatherings, held in Perth, so please include travel costs in your budget. If you are successful in receiving funding you are also signing up to be part of a community of learning and practice to which you will have the opportunity to contribute, and from which you will receive support and opportunities to grow and develop. Page 7 of 26
2. Key dates The open call for full three year funding opens for information and enquiries on Monday 17 October 2016. Online applications may be submitted from Tuesday 17 January 2017. The closing deadline is 5pm on Thursday 30 March 2017. Awardees in receipt of full funding will have 3 years to spend their Award. If you plan to apply for one year development funding, please see the separate guidance and application information also available on our website. It follows the same timetable. It also will be repeated in 2017 and in 2018. 3. Application process Applications will be made via our online application system, which will open on 17 January 2017. The information you will need to apply online will be on our website from Monday 17 October 2016 so you can see what will be asked and can prepare your application. The online application portal will not be available before 17 January 2017 keep an eye on our website for further information. 4. Who may apply The Trust is looking for a broad range of applicants and will want to ensure that funding is awarded across a diverse range of applicants. You may apply for funding to establish a new dementia friendly community or to develop an existing one. One primary condition for receiving funding is that funding awarded must be used wholly for the benefit of people living with dementia and their unpaid carers/families. Note also that the funding awarded cannot be used to replace statutory funding or used to pay for anything which councils, health boards or other statutory bodies have a non-discretionary duty to fund. Page 8 of 26
Applications will be accepted from voluntary, public or private sector organisations as well as social enterprises. Applicants must demonstrate that they would not be able to support the initiative without Trust funding. You may make an application as a single organisation or a consortium. Note that a senior member of staff or board member must complete and sign the application form. Consortium applications You may also apply as a collective of organisations (a consortium), provided you are able to demonstrate that: there will be no duplication of work amongst partners; and all partner organisations are fully committed to delivering the dementia friendly community, including the planning, implementation and reporting required for the dementia friendly community to develop and grow effectively. As a consortium, you must also agree a lead partner organisation which will hold the funds awarded, and a senior member of staff from the lead partner or board member must complete and sign the application form. Examples of possible Dementia Friendly Community applicants: A locality e.g. a street, village, town, region or locally-based social enterprise An organisation e.g. a care provider (a home care or residential care service), hospital ward, pub, hairdresser, social enterprise, business, faith-based organisation, housing provider, transport provider. Any other form of dementia friendly community e.g. a community of interest (based, for example, around a hobby or leisure activity). The Trust will consider any proposition for a dementia friendly community that can demonstrate it will aim to meet the Trust s outcomes and is committed to the Trust s values. Page 9 of 26
Commitment and statements of support If you are a locality applicant, you must be able to demonstrate appropriate support from key local partners and signed supporting statements must be provided by a senior representative of all local partners you cite. Please attach to your application. As an organisation, you must provide evidence of the commitment of your Board or Senior Management Team. A signed supporting statement provided by the CEO or someone of equivalent seniority from your organisation must be attached to your application. If you are making a consortium application, signed supporting statements must also be provided by the CEO or someone of equivalent seniority from all partner organisations. Please attach to your application. If your application is successful, the formal Award Letter will be addressed to the lead partner and, on behalf of your consortium and all the partners, the lead partner will have responsibility for the overall use, management and monitoring of Award monies from the Trust and for submitting reports to the Trust. Page 10 of 26
5. What you must demonstrate The Trust is interested in understanding not only what you propose to do but also how you propose to do it. In particular, the Trust will expect applicants to set out clearly how they will involve people affected by dementia (including carers) in the planning, delivery and evaluation of the community. Please note that we are looking for practical examples rather than lengthy policy-based statements about why it is important to include people. We understand the dementia policy framework in Scotland very well and so please do not waste space in your application telling us about it. In your application, you must demonstrate: 1. HOW you will plan, structure and operate your proposed Dementia Friendly Community initiative in order to achieve the following outcomes: For people affected by dementia (including carers) I have a significant say in how my dementia friendly community is run I know I have a community of support around me I am included I feel safe, listened to, valued and respected I am empowered to do the things that matter to me Page 11 of 26
For the Dementia Friendly Community as a whole There is a significant improvement in the skill, capacity and commitment you have to develop, deliver and evaluate an ongoing and effective Dementia Friendly Community. You are clear about the resources you need to make your Dementia Friendly Community sustainable and resilient beyond the Trust-funded period and you are actively seeking ways of becoming sustainable. (Sustainable: the benefits of the initiative can be continued in the long term). You have strong and effective links with other Dementia Friendly Communities so that you can support and learn from each other. You have effective links to other initiatives and resources that support and empower people whose lives are affected by dementia. 2. What your commitment and capacity is for effective delivery of the proposed Dementia Friendly Community initiative, including effective governance, leadership and financial and human resources management. 3. What your commitment is to open and transparent working. 4. What your commitment is to appropriate evaluation processes (informed by the guidance and requirements of the Trust). 5. What your commitment is to learning and developing alongside other Trust-funded Dementia Friendly Communities. 6. How you will consider equality issues and reach a diversity of people with dementia and carers in your community, including those who might be more difficult to reach. 7. What your commitment is to protecting and promoting the human rights, equality and inclusion of all people affected by dementia. Page 12 of 26
We will need you to send us a copy of your policy and procedures for the Protection of Vulnerable Groups, Adult Support and Protection, Health and Safety, and Reserves. Project plan Part of the application form takes the form of a project plan to allow you to show what you will do and when. We recognise this is indicative at this stage and we will discuss plans with all successful applicants. Reach You will need to indicate how many individuals affected by dementia (people with dementia and people caring for someone with dementia) and volunteers (where relevant) you anticipate will be involved in your Dementia Friendly Community over the three years of your Trust funding. This must represent the total number of individuals in each specified category (not the number of people participating each year in order to avoid any risk of counting the same people more than once). Page 13 of 26
6. The funding you may apply for Applications are for three years of Life Changes Trust funding. Funding awards are made every three months, subject to satisfactory performance. Match funding and in-kind contributions In this second phase, the Trust will offer funding under Options 1 and 2 only where there is a matched or in-kind contribution. This can come from a wide variety of sources and can be a cash contribution or a contribution in-kind, the financial benefit of which has been reasonably monetised. This might be: A direct financial contribution you, or another partner organisation, is able to make. Match funding secured from another funder; this will need to be confirmed in writing and available for use from the agreed start date. An in-kind contribution that you, or another partner, is able to make and you can calculate what this equates to financially (e.g. staff time or specialist expertise, free use of premises, access to equipment or provision of other practical resources such as consumables). A mix of all three of the above adding up to the required percentage amount (see below). Page 14 of 26
Funding options There are two funding options to choose from: Option 1 Funding of up to 150,000 with 10% match funding/in-kind contribution Over three years Match funding/in-kind contribution of 10% minimum of the Trust Award from another source. So, for example, if you apply for the full 150,000 over three years, you must provide a match funding/in-kind contribution of at least 15,000 over three years. The match funding/in-kind contribution must be confirmed in writing and attached to your application, including confirmation that they will be available for use from the agreed start date. Page 15 of 26
Option 1 - Example 1 A well-established voluntary organisation applies for 150,000 over three years to further develop a geographical Dementia Friendly Community in a small town. They agree to provide office space, IT and line management, which is valued at 6,000 per year. This is an in-kind contribution. The applicant values its contribution at 18,000 over three years, amounting to 12% of its total request for 150,000, thus committing to a contribution slightly more than the 10% minimum required. LCT Funding In-kind % Year 1 50,000 6,000 12% Year 2 50,000 6,000 12% Year 3 50,000 6,000 12% Total 150,000 18,000 12% If successful, total funding secured for the Dementia Friendly Community over three years is 168,000. Page 16 of 26
Option 1 - Example 2 A local authority-run, city-centre swimming pool applies for 120,000 over three years to become an exemplar of a dementia friendly swimming pool, with dementia-specific classes, swimming sessions and free entry for people with dementia and carers. After the pool s recent redevelopment, the council has a small amount of money left over that had been designated for accessibility requirements. It is willing to put these funds ( 6,000) into a partnership bid to make the pool more accessible and relevant to people with dementia and carers. The pool has also been left a small legacy by an older person who was one of its most faithful users until his dementia became so advanced that he had to stop swimming. The legacy is 10,000 and instructions are to use the money to benefit people who can enjoy this pool, like I did. This is match funding (cash). It is valued at 16,000 over three years, working out at just over 13% of the 120,000 requested over three years. The swimming pool decides to use more of the match funding in Year 1 to get the project up and running more quickly. LCT Funding Match-funding % Year 1 40,000 12,000 30% Year 2 40,000 2,000 5% Year 3 40,000 2,000 5% Total 120,000 16,000 13% If successful, total funding secured over three years is 136,000. Page 17 of 26
Option 2 Funding of up to 225,000 with 33% match funding/in-kind contribution Over three years Match funding/in-kind requirement of 33% minimum of the Trust Award from another source. So, for example, if you apply for the full 225,000 over three years, you must provide a match funding/in-kind contribution of at least 74,250 over three years. The match funding/in-kind contribution must be confirmed in writing and attached to your application, including confirmation that they will be available for use from the agreed start date. Page 18 of 26
Option 2 Example 1 Three voluntary organisations two national and one small community group with good local links - join together to apply for 225,000 over three years to start up a Dementia Friendly Community in a rural town and the surrounding area which has a widely dispersed and ageing population. The local Joint Integration Board pledges 60,000 (at 20,000 per year) to support the community project over three years. This is made up of 40,000 in cash and 20,000 in the provision of office space and utilities (in-kind contribution). In addition, the partners secure the agreement of a major charitable funder (not the Life Changes Trust) to contribute a grant of 15,000 through a particular funding programme to pay for a dementia friendly walking route along the local river lying behind the town. The total match funding (cash) and in-kind contribution comes to 75,000. The applicants decide to use 10,000 of the match-funding grant in Year 1 to make the path dementia friendly, reserving 5,000 for its upkeep in Years 2 and 3. LCT Funding Match-funding % & In-kind Year 1 75,000 30,000 40% Year 2 75,000 25,000 10% Year 3 75,000 25,000 10% Total 225,000 75,000 33% If successful, total funding secured over three years is 300,000. Page 19 of 26
Option 2 - Example 2 A long-standing, internationally renowned golf club decides it wants to become the first dementia friendly golf club in Scotland. By employing someone with real knowledge of dementia, and also of golf, they will provide dementia friendly golf sessions, reminiscence sessions and will host an annual national dementia friendly golf tournament on a Pro-Am basis, with the ambition of this becoming an international golf tournament. They secure 20,000 each year for three years from another trust and a further 5,000 per year from Scottish Golf. The local high school pledges to raise a further 5,000 over the life of the three year project. The golf club applies to the Life Changes Trust for a total of 75,000 over three years. The guaranteed match funding (cash) secured is 25,000 per year. The 5k pledged by the school cannot be taken into account by the Trust at this point in time because it has not yet been raised, but is a fantastic indicator of community buy-in. The match funding totals 25,000 per year which is a 100% match to the 25,000 per year requested of the Trust. LCT Funding Match-funding % Year 1 25,000 25,000 100% Year 2 25,000 25,000 100% Year 3 25,000 25,000 100% Total 75,000 75,000 If successful, total funding secured over 3 years is 150,000. Money fundraised by the school is a bonus. Page 20 of 26
Costs Consider what costs you anticipate you will incur. Typical direct costs may include start-up costs as well as ongoing running costs and some one-off costs. Typical start-up costs Advertising for, recruiting and training staff and volunteers Buying equipment and furniture Finding premises and preparing them for use Promoting the initiative Legal costs, if there are contracts to be negotiated or drawn up Licences and permits e.g. you may need a licence to play music publicly. Typical running costs Staffing salaries including employer s costs for e.g. frontline practitioners, project coordinator, support and supervision, lead manager responsible for your Award and reporting, admin and finance support staff (some of these costs you may consider overheads see below) Staff expenses e.g. travel, mobile phone Volunteers e.g. recruitment, training, expenses and support Premises-related costs e.g. rent, utilities, telephone/internet Promotional material and publicity Consumables e.g. printing, stationery, postage IT office-based and mobile e.g. for frontline staff, a tablet or phone to facilitate in the moment record-keeping and gathering of feedback Materials and resources Attendance at the Trust s regular meetings of its Community of Learning and Practice in Perth Evaluation self-evaluation and, if you so choose, external evaluation Professional fees e.g. annual audit A contribution to your central overheads see below. Page 21 of 26
Staffing Please provide a breakdown of staff posts where costs are included in your request. Note that all staffing funded by a Trust Award must be paid at least at the national minimum wage. These may be full or part costs e.g. if you want to request funds to supplement a salary in order to increase the number of hours available for the project. Even if you do not request Trust funding for this post, please attach a job description for the post holder who will act as lead for the dementia friendly community e.g. the day to day coordinator for the project. If this is a new post and you will recruit to it, instead attach a draft job description to your application. Calculating your costs including an overhead contribution In your application, you will be required to explain how you have calculated your costs, including any contribution to your overhead costs, which should be reasonable and proportionate. Contingency You may include a contingency at a maximum of 2% of your total request for funding. In your application, you will be required to explain in what circumstances a contingency might be called on. Use of contingency monies must be agreed in advance and any unspent contingency at the year-end must be returned to the Trust. Inflation Some costs may rise year on year due to inflation. Please consider which costs this may apply to and, where applicable, the Trust will allow you to use an inflation rate of up to 1.5% maximum for years two and three. Page 22 of 26
VAT Please ensure that your total costs include VAT if applicable. If so, show clearly the specific costs to which VAT applies. The application form has an accompanying budget sheet which must be submitted as part of your application. We will only consider applications with this spreadsheet attached. If you are successful, we will review and finalise your budget with you during our due diligence process (financial and organisational checks) and prior to confirming your Award. If you have any questions about what costs you can include in your application, please contact us. Page 23 of 26
7. Evaluation The Life Changes Trust believes that evaluation of the initiatives it funds is crucial for turning knowledge and learning into action. Good evaluation is a collaborative learning practice that takes place at every stage of an initiative. Therefore, evaluation will be an essential requirement of funding from the outset. This evaluation will also contribute to the Trust s wider learning and influencing activities which are all carried out to bring benefit to people living with dementia and carers. Costs You may feature external evaluation as well as self-evaluation in your costs, if you want to do both. Self-evaluation The Trust has produced an evaluation toolkit to assist applicants and Awardees: www.lctevaluationtoolkit.com If successful, the Trust will review and agree an evaluation plan with you. If needed, the Trust will also offer practical support to help you further develop your approach and methods. External evaluation If successful and you want to use an external evaluator, the Trust will want to meet with you and the evaluator prior to confirming their appointment. Page 24 of 26
8. How your application will be assessed Following the closing date for the open call, an assessment panel will be convened to decide which applications should be funded. The assessment panel will consist of Life Changes Trust trustees and advisors, people living with dementia and carers. Staff will be present to help answer questions and provide clarification where necessary. If a member of the panel knows the applicant or has a conflict of interest (e.g. board member for an organisation involved in the application), they will not be present in the room when the application is discussed and a decision is made. In addition to the specific requirements set out at Section 5 above, applications will also be assessed on: Clarity of the proposal, including the budget Quality of the model proposed to ensure achievement of the funding outcomes Ability to be an exemplar for others Commitment to evaluation Commitment to shared learning and practice Value for money Actual or transferrable experience of delivering similar projects Capacity to deliver to the proposed brief and timeframe. Page 25 of 26
9. Timescales summary Date Stage Funding opportunity announced. Monday 17 October Trust staff available to provide information 2016 and respond to enquiries. Tuesday 17 January 2017 Applications can be submitted online Thursday 30 March 2017 Open call closes at 5pm Wednesday 12 April Assessment panel 2017 Applicants will be informed whether or not Friday 12 May 2017 they have been successful. Due diligence - all successful applicants will need to complete satisfactory due diligence checks by the Trust. May to June 2017 No Awards will be confirmed by the Trust until due diligence checks have been completed and passed. Award letters (funding agreements) issued. July 2017 Planning and set-up stage August 2017 First Award payments made. October 2017 First meeting of all newly funded DFCs First meeting of all newly funded DFCs with November 2017 other Life Changes Trust projects Page 26 of 26