Grants Policy
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Thorpe on the Hill Parish Council
Grants Policy
Version 4. Approved at Parish Council meeting on 1st July 2026
The Account and Audit Regulations requires that any organisation that receives a grant must update the council in writing, within 12 months, showing exactly what they have done with any grant. The update must include
- Name address and contact details of organisation
- Details of how the award has benefited the organisation and its members
- Photographs are always welcome
Councils are required to ensure that they are aware of what a grant is required for and that it is a proven need and not just a general request for money. Councils must check if they have a power to make the payment or are able to use their Section 137 allocation having ascertained that the project benefits all or some of the community.
The Council must treat all applications equally and no local body can expect to receive a grant based on their past experience and preference will be given to applicants under the following set of circumstances.
Organisations that infrequently apply (when there is a high demand).
Where there is element of match funding, i.e., a matched contribution from the organisation.
Which provide the maximum benefit to the village as a whole.
Grants procedure
1. The Parish Council will make provision in its budget for a sum of money to be used for grant purposes with a maximum budget of £2000 which will be funded by the parish precept.
2. Using the Annual Parish Meeting, newsletters, notice boards or other communication channels, the Parish Council will advertise that there will be an amount of money available during the following financial year for the benefit of the community and that applications may be made to the Council using the application form below.
3. The closing date for applications will be 31st October in the year preceding when grants are paid to ensure that applications can be properly considered and that sufficient funds can be included in next year’s budget.
4. The exact amount to be included in the budget for the following year will be decided after the closing date and all applications have been considered. The Parish Council will have regard to the fact that the Council can levy a set amount per head of the electorate under Section 137 of the Local Government Act 1972 to cover expenditure not specifically authorised elsewhere in its budgets.
5. All applications must be sent and addressed to the Clerk and not to individual councillors or the Chair.
6. Applicants will be invited to speak in support of their application during the public part of a Parish Council meeting and answer any questions put to them by Councillors. Councillors will then make a decision regarding applications during the relevant agenda item in the Parish meeting when the public should not address Council.
7. Successful and unsuccessful applicants, will be notified in writing, by 31 January of the year when grants are paid and grants for successful applications and will be payable after 1 April in that year along with any terms and conditions imposed by the Parish Council.
8. The Council will require a written report of how the money has been used within 12 months of the grant being paid in the form of an annual report or set of accounts that clearly identify the expenditure.Other evidence such as receipts may be requested.
Version 1. Adopted by Thorpe on the Hill Parish Council at a meeting of the Council held on 7th December 2017.
Version 2. Amended by Thorpe on the Hill Parish Council at a meeting of the Council held on 19th November 2018
Version 3. Amended by Thorpe on the Hill Parish Council at a meeting of the Council held on 17th May 2023
Version 4. Amended by Thorpe on the Hill Parish Council at a meeting held on 1st July 2026.