ECB SMALL GRANT SCHEME 2018 Supporting Get the Game On, All Stars Cricket, Women s Cricket and U19 Club T20 Guidance Notes for County Cricket Boards (To be read in conjunction with the Guidance Notes for Cricket Clubs) 1. Aims 1.1 In 2018, the ECB Small Grant Scheme aims to support the ECB s national programmes - Get the Game On, All Stars Cricket, Women s Cricket and U19 Club T20. 1.2 Priority will be given to applications from affiliated Cricket Clubs actively engaged with these programmes. All projects will assist Clubs to make small changes to improve their long-term sustainability by increasing the number of games played, offering either improved family friendly social facilities, improved changing facilities for women cricketers or enabling great events for the U19 Club T20 competition. 1.3 The scheme aims to make an impact in the 2018 season, therefore, the scheme has a quick turnaround time to ensure Clubs get the maximum benefit from the funding. 2. Strategic Priorities CCBs should work with their ECB Regional Teams to ensure that decision making is strategically linked to impact on delivery of the four national programmes. 3. Eligibility 3.1 Subject to County Cricket Board (CCB) support, eligibility is as follows: Get the Game On open to all affiliated Cricket Clubs All Stars Cricket open to affiliated Cricket Clubs registered for the 2018 programme Women s Cricket open to affiliated Cricket Clubs actively engaged in women s cricket (aged 14+) and / or registered for the 2018 Soft Ball programme or other competition U19 Club T20 open to affiliated Cricket Clubs registered for the 2018 competition Note: CCBs will be expected to confirm that applicants are eligible for a particular project theme by checking that clubs are registered for the relevant programme, where necessary. 3.2 Clubs will need to have the following: Partnership Funding (minimum of 10%) A Constitution Valid Buildings, Contents & Public Liability Insurance Security of Tenure Leasehold, Freehold or Rental Agreement (minimum of one year) Page 1
Clubs will not be required to submit copies of the documents with the application, however, the ECB reserves the right to request further evidence from the Club to support this information, if necessary, at any stage during the process. 3.3 Clubs which received an award from the EWCT Small Grant Scheme 2017 can reapply in 2018, however, they cannot apply for the same project theme (i.e. Covers). 4. Project Themes Clubs should choose one project theme only. Clubs can apply for funding towards the purchase of relevant products or materials, and associated professional labour costs, under the following project themes: 4.1 Covers supporting Get the Game On Mobile covers Flat sheet covers Bowlers run-up and side sheets Replacement cover tops Water removal equipment (only when combined with the purchase of covers) 4.2 Family Friendly Facilities supporting All Stars Cricket Social space furniture / decoration / flooring / patio / decking / heating / glazing Toilet facilities - sanitary ware / tiling / flooring / baby changing facilities Catering kitchen units / appliances / professional catering equipment / BBQ Lighting - internal / external / signage / car park 4.3 Improved Changing Facilities for Females supporting Women s Cricket Create individual shower spaces with drying areas Improved toilet provision sanitary ware / tiling / flooring Decoration / mirrors / hand dryers / grooming points Personal possession lockers 4.4 Great Events supporting U19 Club T20 Catering kitchen units / appliances / professional catering equipment / BBQ Outdoor social space outdoor furniture / patio / decking PA equipment / sound system Electronic scoreboard Sightscreens 5. Ineligible Projects Large scale pavilion and communal changing facility projects (over 20k) Any project already in receipt of an award from the ECB or EWCT capital funding programmes (excludes the EWCT Interest Free Loan Scheme). Floodlights Roofing Marquees Sheds / storage containers Second hand mobile covers Note: If in any doubt about the eligibility of a project, please speak to your RCFM. Page 2
6. Amount of Award 6.1 Between 1,000 (min) and 4,000 (max) per application. 6.2 The award may not be used to retrospectively fund projects / purchases. 6.3 CCBs should ensure that if they decide to offer less than the amount requested by the applicant that they do not damage the prospect of the project being viable or significantly minimise the impact of the investment. 7. Partnership Funding 7.1 A minimum of 10% partnership funding will be required from the Club. 7.2 Partnership funding is the difference between the project / purchase cost and the amount of award. It can be sourced from Club funds, other grant bodies or sponsorship etc. In-kind contributions will not be considered. 7.3 To obtain the minimum 1,000 award, the total project / purchase cost must be 1,111 (or above) to allow for the Club s minimum 10% partnership funding contribution, for example: Total project / purchase cost: = 1,111 Partnership funding (min 10%): = 111 Award: = 1,000 7.4 Partnership funding may also be provided by way of a loan from the EWCT Interest Free Loan Scheme. Please direct Clubs to www.ecb.co.uk/loans for further information. 7.5 Excluding Section 7.4 (above), the Scheme cannot be partnered with any other ECB or EWCT capital funding programme. 8. Key Dates Monday 18 December 2017 Monday 22 January 2018 Friday 23 February 2018 Friday 23 March 2018 The Scheme will open to applications CCBs may submit any priority applications from this date Closing date for Clubs to submit applications to CCBs for consideration Closing date for CCBs to determine which applications to support and submit to ECB for processing Note: CCBs may submit applications they wish to support to ECB at any stage from 22 January 23 March 2018. This will allow some Clubs to complete their projects earlier, thereby gaining the maximum benefit from their project in 2018. Where possible, applications should be submitted in batches. CCBs should not expend their entire budget before the closing date for Clubs (23 February 2018). 9. Funding & Budget Allocation 9.1 CCB budgets will be communicated by ECB Regional Club and Facilities Managers (RCFMs) prior to the administration window opening on 22 January 2018. 9.2 CCBs have the option to add to their budget allocation from their own resources. CCBs wishing to contribute additional funds should contact Janine Holt, ECB Facilities & Investment Officer, on 0161 877 6643 or email: janine.holt@ecb.co.uk no later than Friday 23 March 2018. 9.3 CCBs should award an appropriate level of grant to help ensure the project s success. The best way to achieve this is to offer the grant level requested. Where smaller awards have been offered in the past, many clubs have failed to complete their projects due to lack of funds, leading to withdrawals and underspends. Page 3
10. Anti-Competitive Activity 10.1 To support Get the Game On, ECB has incorporated public funding into the Small Grants Scheme to increase the budget and overall impact of the fund. 10.2 To adhere to public funding and procurement regulations, CCBs should not pool applications through one Supplier, especially in circumstances where the CCB is a beneficiary by commission for sales / leads made. Please note a verbal / gentleman s agreement is the same as a written contract in this sense. 10.3 CCBs must not allow themselves to appear in such a way as they are influencing the local market forces. This type of practice could open a challenge to legal action via anti-competitive activity and could incur significant costs whether proven or not. 10.4 Please ensure any advice is transparent and open and that the advice is fair to all companies that might supply goods or services. ECB RCFMs can provide support and guidance on this matter upon request. 11. Managing the Application Process 11.1 Application forms will only be available from CCBs. 11.2 Digital Marketing Assets will be provided to CCBs for use in the promotion of the Scheme to their Clubs via email / website / social media. 11.3 CCBs will be required to check and prioritise applications, paying particular attention to eligibility for a theme by checking clubs are registered to the relevant programmes, where applicable. Confirm the amount of award to be allocated to each project, before submitting to ECB for processing. 11.4 Consider each application on its own merit against the aims and criteria of the Scheme. 11.5 Do not create additional criteria or paperwork. 11.6 The Main Contact on the application form cannot be an employee of a CCB or the ECB. 11.7 A Checklist has been provided to assist CCBs with the application and selection process (see Page 5). 11.8 Compliant applications, together with the two quotations, should be submitted to ECB between Monday 22 January Friday 23 March 2018, by post or email. 11.9 Where possible, ECB aims to issue Award Offer Letters within 30 days of receiving a fully compliant application from CCBs. Clubs must not proceed with their project / purchase before they have received the Award Offer Letter from ECB. 11.10 In the event of any doubt regarding strategic prioritisation, CCBs should contact their ECB Regional Team for support and guidance. 12. Contact The main contact will be: Janine Holt ECB Emirates Old Trafford Manchester M16 0PX Tel: 0161 877 6643 Mob: 07766 420336 Email: janine.holt@ecb.co.uk Page 4
ECB SGS 2018 CHECKLIST FOR CCBs Things to check and consider before supporting an application: Part 1 of the application form has been completed in full and signed by the Club Main Contact The Club Main Contact is not an employee of a CCB or the ECB The Club is affiliated Has a Constitution Has valid Buildings, Contents & Public Liability Insurance Has Security of Tenure (minimum of one year) The Club has selected one Project Theme only and is registered on the relevant programme, where applicable, e.g. All Stars Cricket, Women s Soft Ball, U19 Club T20. Two like for like quotations (or website print outs) are supplied with the application: The quotes are clearly legible The quotes include the Supplier details The quotes specify the project / purchase details & full price including VAT & Delivery If quote includes multiple items / options, the preferred items are highlighted, including size and / or quantity required The CCB has checked the figures against the quote from the preferred Supplier: Total Project Cost meets the minimum spend of 1,111 or above The award amount to be offered is between 1,000-4,000 Partnership funding contribution is a minimum 10% of the total project cost Club has sufficient partnership funding to proceed or requires an EWCT Interest Free Loan The project / purchase will be completed within the four-month timescale to make an impact in the 2018 season It is a quality project / purchase and supports one of ECB s national programmes The project is not in receipt of an award from the ECB or EWCT capital funding programmes (excluding the EWCT Interest Free Loan Scheme) Part 2 of the application form has been completed and signed by the CCB The CCB has retained a copy of the completed application for its records If you have answered Yes to each statement, the application can be submitted to ECB All completed applications should be submitted to ECB between Mon 22 January - Friday 23 March 2018 Page 6