Pride in our Farming Families Guidance Notes For further information and advice contact : Creative Rural Communities The Old Hall High Street Cowbridge Vale of Glamorgan CF71 7AH Email: Nhollins@valeofglamorgan.gov.uk Tel: 01446 775388 1
Pride in our Farming Families Guidance Notes for Applicants What is Pride in our Farming Families? The Pride in our Farming Families is a grant scheme that will provide Rural farming families within the Vale the opportunity to supplement their farming income by diversifying into other business areas, maximising their core asset of the farm and associated skills and facilities. The scheme has been developed to provide direct support to farming families to diversify into non-agricultural activities, offering products to more diverse market segments in new ways. The aim of the project is to allow farming families the opportunity to create, develop and grow alternative sources of income through diversification of their business. What is Creative Rural Communities? Creative Rural Communities is a regeneration and economic development initiative led by the Vale of Glamorgan Council in partnership with various public, private and voluntary sector organisations. The aim of the initiative is to give the people of the rural Vale the power to control the future of their communities. Funding is enabling the partnership to help individuals, groups and communities throughout the rural Vale. Creative Rural Communities will provide vital support for a wide range of potential projects that will benefit those communities both now and in the future. Pride in our Farming Families has received funding through the Rural Development Plan for Wales 2007-2013 which is funded by the Welsh Government and the European Agricultural Fund for Rural Development. How do I apply? Applicants must complete a Pride in our Farming Families application form following consultation with a Senior Rural Regeneration Officer to evaluate the applicants eligibility and project proposals. All applicants must demonstrate that they have consulted with Farming Connect to ensure no alternative funding streams are available to deliver the project (Glastir/PMG Grant/SCE Grant etc). 2
All applicants are required to produce a Business Plan and financial forecast to accompany their application. Applicants are encouraged to access regional Business Advice organisations to receive support with this aspect: - The Whole Farm Plan scheme run by Farming Connect. 08456 000813 www.farmingconnect.co.uk - Welsh Government Regional Centre Service 03000 6 03000 www.business.wales.gov.uk The Business Plan must address all aspects of the proposed project and how it sits alongside/compliments your existing business. Please include your Marketing strategy and how your project will be sustainable in the long term. Please ensure you include a min 5 year financial forecast, in particular noting the projected Increase in non-agricultural gross added value. This element in particular will be included in the on-going monitoring post completion.. Applicants must demonstrate that the following have been addressed prior to submitting the application: Full planning permission has been obtained, where required. Where planning permission is not required, written evidence to this effect must be presented. All consents, licences and permissions have been obtained where required. Please provide dates where applicable. Incomplete applications, or applications submitted without the correct supporting documentation will be returned. Who can apply? Farming businesses located within the rural Vale of Glamorgan are considered eligible for support through the Pride in our Farming Families scheme. The following wards are included within the specified area of Rural Vale of Glamorgan : Peterston-super-Ely; Rhoose; Dinas Powys; Wenvoe; Llantwit Major; Llandow/Ewenny; Cowbridge; Sully; St Athan; St Brides Major The wards of Barry, Penarth and Llandough are excluded from the Rural area. The following are required in order to be eligible: 3
a County Parish Holding (CPH) number; a Customer Reference Number (CRN) and; working in excess of 550 hours per year on agricultural land, not including equine activities; forestry businesses must have a current Better Woodland for Wales (BWW) number. If there are any partners involved in the project, applicants must detail their role, e.g. are they are providing funding/advice etc. All business partners associated with the farm must provide written evidence of their support of the scheme. Tenant farmers must submit written consent from the land owner outlining their support for the scheme. Written evidence is required to prove a tenancy agreement in excess of 10 years in order to be eligible. What type of projects can be funded? The Pride in our Farming Families project will provide grant support to farming businesses to develop new diversification opportunities. The following are examples of the kinds of support for which applications could be submitted under this project (this list is not exhaustive): Accommodation e.g. bed & breakfast, holiday cottages, camping and caravan sites, Bunk houses; Trade activities e.g. creation of a store attached to farm where self-made products are sold directly to the customer; Catering facilities e.g. tea-room/café or restaurant; Rural tourism and recreation - e.g. trekking holidays; visitor attractions; mountain biking/walking routes; clay pigeon shooting, archery; Education and social activities on a farm. Alternative use of redundant farm buildings; Making and/or selling non-agricultural food products e.g cakes, preserves, beer; Development and promotion of rural craft activities e.g. pottery, thatching, dry-stone walling, hedge-laying; Facilities for undertaking craft activities and exhibition of craft products. Guided nature tours; rural skills packages; equine packages; dog/cat kennels; community grown food initiatives. 4
Tourism is a key driver for the rural Vale economy, with significant opportunities in developing Slow Tourism maximising the Vale s assets in terms of landscape (coast and countryside) and environmental credentials, to provide high quality outdoor based visitor experiences. Projects funded under this scheme that have a particular focus on maximising the tourism benefits that are complimentary to the current offer, would be welcomed. The project could provide a grant to support both capital costs (e.g. the cost of build and/or conversion, equipment and development of facilities) and provide some revenue cost support (e.g. marketing consultancy, web-site development etc). The grant is unable to used to purchase land or buildings. Green based projects could also be supported, e.g. Green campsites providing high quality environmentally sensitive provision, including composting toilets, water conservation and embracing environmental technologies through sustainable energy generation. Additional Information Priority areas. A list of the type of activities that could be supported is detailed above, however applicants need to be mindful of the information below when developing their projects. Project Priorities The information below sets out the priorities in terms of what is required to the overall benefit of the Vale of Glamorgan. All applications will be scored by a panel. Applications that do not fit with the overall objectives as detailed below will score lower than projects that deliver on all levels. As a result applications may be offered less than the amount applied for, or be rejected. 1. New Diversification By definition, the new element of the activity must be an additional element of the farm, and not an extension of existing activities. An additional diversification element to attract visitors to use existing facilities may be considered eligible. A new diversification which adds to the vitality of the existing farm would be considered favourable. Example Not Eligible: A diversification project where a farm that currently offers self catering facilities and would like to convert more outbuildings to expand the self 5
catering offer would not be considered eligible. This would not be considered new diversification. Eligible: A farm that currently offers self-catering facilities and would like to develop walking packages and offer specialist walking facilities to support the self-catering business would be considered eligible. 2. Additional Offer Priority will be given to applications where projects will include an additional offer to their projects. The project is seeking to support applications where elements are either unique to the local area, or can offer additional value. If an applicant can demonstrate that their proposals have additional benefit to both the end user and the local area then this will be deemed more favourable to the panel. Example Not Eligible: A remote farm that would like to convert an outbuilding into a retail outlet that sells generic goods (i.e. not supporting local produce) would not be considered a high priority for the local area. Eligible: A conversion of an outbuilding into a farm shop not only selling the farm products but also that of other local producers would be considered a favourable application. 3. Accommodation Pride in our Farming Families is able to fund both accommodation and nonaccommodation applications. Though the project is able to fund the development of accommodation, the project must fit the requirements of the local area. At present there is an oversupply of 4 and 5 star self catering facilities located throughout the area, with average occupancy levels remaining relatively low. It has been identified that demand for lower graded 1-3 star self catering accommodation; along with group based self-catering facilities, both of which would provide accommodation at a lower cost to the visitor, would be considered a higher priority As a result this project would not fund the simple renovation of out buildings to high quality self catering accommodation. 6
Example Not Eligible: A farm that would like to convert outbuildings into high quality accommodation aiming at 4-5 Star grading would not be considered eligible (see Additional Offer below). Eligible: A conversion of an outbuilding into either a Bunk House offering low cost, group based accommodation or the conversion of out buildings into lower grade self-catering accommodation in particular where there is the ability and flexibility to offer group accommodation would be considered a greater priority. How much can I apply for? The maximum grant per project is 40,000, or up to 70% of the total eligible project cost whichever is the lesser. Match funding You will be required to provide 30% match funding of the total project cost. You can provide the match funding from your own funds or secure funding from another source. You will need confirmation of this in writing. Do I include VAT in my application? You can only include VAT in the project if you cannot claim it back from HM Revenue and Customs. How long does a grant last? The project funding is available until 31 st December 2013. We ask that your project starts within 3 months of signing and returning the funding letter. How will the grant be paid? The grant will be paid retrospectively subject to all invoices/receipts being submitted in accordance with our terms and conditions which are set out in the funding letter. What is the application timetable? Our timetable for the application rounds is as follows: Closing date for Applications assessed Decision sent to applications by Advisory Panel applicant 19 August 2011 06 September 2011 w/c 12 th Sept 2011 7
21 October 2011 04 November 2011 w/c 14 th November 2011 23 December 2011 10 January 2012 w/c 16 th January 2012 21 February 2012 06 March 2012 w/c 12 th January 2012 17 April 2012 01 May 2012 w/c 7 th May 2012 Further dates TBC Your application must be complete with all attachments and submitted in hard copy by 12 noon on the deadline date. Applications received after the deadline will be held until the next application round. Who makes the decision? Your application will be examined by the Grants Officer at Creative Rural Communities and any queries followed up with you. Your application will then be submitted to the panel for consideration. The panel is made up of representatives from the Creative Rural Communities Partnership. You will then be notified in writing of the panel s decision. If your application has been successful, the Grants Officer will send you a funding letter and associated documents to read, sign and return. The pack will explain the approval process and how to submit a grant claim. If you have any questions at this point, the Grants Officer will be happy to help you. Will I be monitored? All projects funded through the Pride in our Farming Families will be monitored. The details of the on-going monitoring will be discussed with the applicant by the Senior Rural Regeneration Officer during the application process, and provided in writing with the funding letter. A number of outputs will be set and agreed with yourselves as a result of your project. We will then ask you to report your agreed outputs on a quarterly basis after your project has been completed. The outputs and results associated with your project will be as follows: Number of jobs created Number of new non-agricultural products or services launched Number of new markets accessed Increase in non-agricultural gross value added All monitoring will be undertaken by Creative Rural Communities and the Rural Inspectorate of Wales and details of this will be clearly specified in the Funding Letter that will be issued if your application is successful. 8
Creative Rural Communities must be notified if it is proposed to change the use or sell any building or equipment which was acquired, reclaimed or refurbished using this grant. If this does not continue to reflect the objectives of the grant scheme Creative Rural Communities may recover from you funds up to the total amount of grant paid in respect of that project for a period of up to 5 years from final payment of the grant. Date of disposal of asset (s) Within 1 year Within 2 years Within 3 years Within 4 years Within 5 years After 5 years Amount to be repaid Funding to be repaid in full 80% of funding to be repaid 60% of funding to be repaid 40% of funding to be repaid 20% of funding to be repaid No funding to be repaid What to do next To discuss your proposal and assess if your project is eligible, please contact: the Senior Rural Regeneration Officer on 01446 775388 or email: Nhollins@valeofglamorgan.gov.uk. You will then need to submit:- An application form Customer reference number and County Parish Holding Number obtained from WAG A completed Business Plan according to the guidelines detailed above Evidence of Farming Connect Membership (if applicable) Copies of any necessary planning or other consents Evidence of match funding Evidence of your tenancy agreement (if applicable) Written consent from all business partners Written consent from landlord (if applicable) Quotes for the works to be undertaken please refer to tendering table below and ensure you have submitted the appropriate information Completed Credit Check Form Tender Information Estimated Value Below 5,000 Tender Action Required One written quote from single supplier. 9
5,001 To 24,999 25,000 to 101,323 101,323 and above Written quotes from a minimum of three suppliers. Prepare contract award evaluation criteria. Evaluate expressions of interest. Prepare and issue invitation to tender. Tender opening board. Contract approved and awarded. Contracts must be advertised in the Official Journal of the European Union (OJEU). Contract award notice to be placed in OJEU (advertising period is for a minimum of thirty days) Procedure same as that for over 25,000 Your application for grants must be approved prior to starting work. No grant money will be available for works carried out prior to written approval being issued. All approved work must be completed and evidence of payment by the applicant submitted before the grant can be claimed. IMPORTANT It is important that you read these notes and guidance before completing your application form they will help you complete your application correctly and help avoid any delays in processing. Nia Hollins Creative Rural Communities Cowbridge Old Hall High Street Cowbridge Vale of Glamorgan CF71 7AH Tel: 01446 775388 Fax: 01446 773716 Email: Nhollins@valeofglamorgan.gov.uk 10