Central waste management facility community fund
- Purpose of the scheme
- Administration of the scheme
- Proposal assessment
- Selection and assessment criteria
- Decisions on eligible applications
- Allocation of funding
- Levels of support/how much of the cost will be met?
- Repeat applications
- General conditions
- Acceptance of grant offer
- Tax clearance procedures
- How to apply for community fund
The Government's policy statement on waste management “Changing Our Ways”, recommended that local authorities, working closely with local communities should utilise a proportion of income from waste charges and gate fees, to mitigate the impact of waste management facilities on these communities through appropriate environmental improvement projects.
In compliance with this national recommendation, Clare County Council, in relation to the Central Waste Management Facility at Ballyduff Beg, Inagh, established a Community Fund for the development of sustainable environmental initiatives for the local community.
The objective of the scheme is to support community based environmental initiatives or projects in the parish of Inagh, Kilnamona and Cloonanaha, under the Central Waste Management Facility Community Fund.In particular, environmental initiatives with water, waste, energy or landscape components.
The Central Waste Management Facility Community Fund is available to new projects or refurbishment of existing facilities. Priority will be given to projects that will provide an overall enhancement of the local area and will provide the maximum potential for the parish to grow socially and economically. Funding will be allocated to eligible projects in such a way as to ensure coordination, avoid duplication and create added value and multi-user facilities and to spread the benefits of the Community Fund evenly.
The environment section of Clare County Council will administer the community fund scheme.
The beneficiary of the community fund is the eligible ‘community' of the Parish of Inagh, Kilnamona and Cloonanaha. The local area to benefit generally from the community fund scheme was determined by the county council/community liaison and monitoring committee as comprising the town lands or part of the town lands of:
- Inagh Townlands:
Ballyduff Beg, Ballyduff More, Ballyea North, Ballyea South, Ballynoe, Bauntlieve, Boolavaun, Boolinrudda, Boolyduff, Boolynamiscaun, Carrrowkeel East, Carrowkeel West, Cloonanaha, Cloonmackan, Cloontysmarra, Coolshingaun, Curraghodea, Derry, Derryharriv, Drumanure, Drumcarna, Drumcullaun, Drumduff, Drumlesh, Drumnagah, Formoyle Eighteragh East, Formoyle Eighteragh West, Formoyle Oughteragh East, Formoyle Oughteragh West, Garvillaun, Garvoghil, Glennageer, Gortalougha, Gortbofarna, Knockalassa, Knockogonnell, Kylea, Letterkelly, Maghera, Magherabaun, Meelick, Muckinish, Sileshaun West, Sileshaun East, Skaghvickincrow
- Kilnamona Townlands:
Ballyasheea, Ballyknock, Ballymongaun, Ballynabinnia, Ballyneillan, Caherbannagh, Clooncaurha, Cloongowna, Cooguquid, Croaghaun, Derroolagh, Islandgar, Kilnamona, Knockacaurhin, Knockatemple, Leckaun, Magowna, Moarhaun, Mweelagarraun, Rushaun, Soheen, Shallee, Tooreen East, Tooreen West
The evaluation panel and Clare County Council may consider projects outside the determined area at their absolute discretion taking into account the significance of such projects to the local community within the defined area and the overall level of funding available in the relevant year and the number and nature of other applications for the given year.
In general, applications will be considered from not-for-profit organisations or associations which:
- Are registered and in good standing with their national representative bodies (if any)
- Are well-supported by its community, financially and otherwise
- Are recognised by the County Council and community liaison and monitoring committee as being the main provider of a particular service to all members of the public in the local community area
- Have a constitution or rules acceptable to the County Council
- Hold annual general meetings
- Are open to new members without discrimination from the area which the organisation or association serves
- Have audited financial and other records available to the council if required
- May not be part of a formal structure as described above but which can demonstrate that they are representative of their local community
An independent Evaluation Panel will assess applications on the basis of agreed criteria. This Evaluation Panel is to be made up of three external members and three community representatives from the Community Liaison and Monitoring Committee. In the event of a tie, the Chairperson will have the casting vote. The Evaluation Panel will make recommendations for funding to the Council, which takes the final decision in relation to allocations. Applications, which meet the eligibility criteria, will be assessed by reference to the scheme Assessment Criteria (ref. paragraph no. 6).
The following specific criteria are applied by Clare County Council when assessing applications:
- Environmental focus, Water, Waste, Energy and Landscape - Points (1-10)
to improve the quality of life for the maximum number of people
- Aims of the project - Points (1-10)
Specific benefit or positive effect of the project on persons /communities adversely affected by the landfill. Maximum potential number of community beneficiaries to get the highest points
- Proximity to the landfill - Points (1-10)
The weightings for projects in close proximity to the landfill are to be distributed as follows:
|Distance of project from landfill||Points|
|0 - 1 km||10|
|1 - 2 km||8|
|2 - 4 km||6|
|4 - 6 km||4|
|6 km +||2|
- Structure and layout - points (1-5)
Plans, costings, description and environmental sustainability
- Costings and value for money - Points (1-5)
Does the project represent good value for money
Do the perceived benefits outweigh the costs
- Other sources of funding - Points (1-5)
- Ability of the organisation to deliver on the project - Points (1-5)
The following guidelines (inter alia) will be taken into account when assessing applications:
- Does the project focus on environmental initiatives?
- Does the project duplicate any other such project in the area?
- Does the project foster the concept of sustainable development?
- Is the project designed towards improving the quality of life?
- Does the project substitute for other works which would happen (anyway) or those which are the responsibility of the Local Authority
- Costings: Do the figures add up? The financial viability of the project and value for money
- Is the project value for money?
- Do perceived benefits outweigh the costs?
- Has the organisation/applicant sufficient funds or firm funding commitments for funding to complete the project within a realistic timeframe?
- If it is not possible to fund the proposal 100%, will the organisation/applicant be in a position to proceed with the project?
- To what extent is matching funding either direct, or in kind, available to fund projects?
- Who will benefit?
- Specific benefit or positive effect of this project on persons/communities adversely affected by the landfill?
Funding will not be paid for any project which requires planning permission and for which planning permission has not been obtained although projects may be approved in principle pending receipt of permission.
Structure and layout of proposal
To include detailed plans, costing, short description environmental proofing
Are site details supplied? Have drawings, specifications, cost plans/analysis for each element of the project been submitted?
Applicants receiving a score of thirty points or over based on the assessment will be offered funding from the limited funding available. If the evaluation panel is considering the refusal of a particular applicant, the council will write to the applicant to give the applicant the opportunity to make representations before a final decision is made to refuse. All unsuccessful applicants will be notified in writing of the reasons for the decision in relation to their application. Where there are more applicants than resources available achieving the reward score, funding may be reduced on a pro rata basis.
Following approval of the allocation of funding by the council, each successful applicant will be contacted in relation to conditions for drawdown of the monies. Certain conditions will be necessary from an auditing point of view, and to ensure that the funds are disbursed in a fair and transparent manner, taking into consideration public accountability requirements. These conditions will apply to all projects approved for funding.
The overall amount of funding available in any year will be dependent on the tonnage of waste deposited in the central waste management facility and will be announced annually in January or early February or as soon as practicable thereafter. The original figure in late 2002 was €1.27 per tonne, but it has been index-linked to calculate the amounts available for allocation to date.
The level of grant assistance per proposal/project depends on a range of factors, including the type of project, availability of other sources of funding and the overall number of applications seeking funding under the scheme.
In all cases, groups seeking funding are required to generate a significant amount of local matching funding. When projects involving substantial funding are proposed, confirmation that all required funding has been secured must accompany the application. Where groups are not registered for VAT, grant aid can be paid on costs inclusive of VAT.
An organisation may apply for funding under the community fund scheme more than once, and may receive grant-aid more than once throughout the lifetime of the fund in respect of various different projects. However, if a specific / particular project is approved for funding, a further application in respect of the same element of the project will not generally be considered eligible for funding in the future unless specific circumstances warranting such funding exist.
Any organisation or group applying for funding for two or more projects in one year will be asked to state the order of priority of the projects.
There is some flexibility in relation to the conditions for receipt of a grant under the scheme, especially for small grant amounts (under €1,000). Generally, the following conditions apply:
- Any beneficiary receiving assistance under this scheme may be required to enter into a legal agreement conferring the right on council to seek a refund on the grant paid, in whole or in part, where the facility or asset is disposed of at any time or if the beneficiary ceases its activities within 5 years of the payment of the grant.
Any beneficiary receiving assistance under this scheme will be required to sign an acceptance form and to enter into a legal agreement conferring the right on council and the CLMC to seek a refund on the grant paid, in whole or in part, where the facility is disposed of at any time or if the beneficiary ceases its activities within 5 years in the case of the payment of the grant. A signed form of acceptance is required for cumulative grant amounts less than €20,000 and a legal agreement for cumulative amounts more than €20,000.
- Grant payment may be made only on completion of the project (or an identifiable phase of the project), on submission by the promoter of a fully documented, valid claim and on inspection by the council as to the project's satisfactory completion. Payments without the requisite documentation or advance payments must not be made in any circumstances.
- The council reserves the right to seek the minutes of any annual or extraordinary general meeting or the audited financial accounts of any beneficiary funded under this scheme.
- Receipt of assistance under this scheme must be recognised in a manner to be agreed with the council.
- Applications for funding must be submitted on the appropriate application form and all relevant and necessary information and supporting documentation must be included. Incomplete applications will not be considered and will be returned in full to the applicants.
- Appropriate evidence of financial need and proposals for matching resources must be produced and efforts to source alternative funding must be outlined. The level of grant payable may be determined having regard to the amount of other funds generated/raised by the applicant organisation.
- In the interest of securing "real added value" under the community fund, the examination of projects submitted for funding should in the first instance establish if they are more suitable for funding by other agencies or under other programmes. Projects should state clearly other agencies which they have approached for funding and where possible provide evidence that the project is not eligible under any other scheme.
- Beneficiaries are responsible for ensuring compliance with all requirements relating to the income tax and other relevant statutory codes. The payment of a grant will be subject to the beneficiary providing up to date details of a current C2 / tax clearance certificate from the revenue commissioners where appropriate.
- Facilities aided under this scheme must comply fully with all statutory and/or licensing requirements. In particular they shall comply with the provisions of the Local Government (Planning and Development) Acts, the Building Regulations and any other relevant legislation.
- Payments will be made, in full or in part, on the basis of original invoices of expenditure vouched as paid in such a manner as may be required by the council.
- The beneficiary shall agree to be responsible for any loss, damage or injury to persons or property arising out of the provision or use of the facility and shall indemnify the relevant local authority against all claims howsoever arising.
- During construction, the beneficiary shall effect and produce evidence of appropriate employers liability insurance, public liability insurance and insurance of works under construction to limits specified by the council who shall be fully indemnified.
- All grant-aided assets shall, where appropriate, be kept insured at all times against loss or damage by fire, storm or flooding. All compensation paid under such insurance shall be used to restore the property so damaged or lost and any shortfall shall be made good by the beneficiary. The interest of the council shall be noted on all policies and the council shall be notified of any claims made.
- The beneficiary must produce appropriate satisfactory evidence of clear and valid title to the lands or buildings to be funded under the scheme, if requested by the council. Where title is leasehold the interest must be for a minimum of 10 years and such matters will be taken into consideration by the council in deciding the amount of grant (if any) to be paid. However, it is recognised that it might not always be feasible for a group to obtain a ten year lease agreement. In such cases, flexibility will be allowed for a reduced lease period, which shall be for a minimum of five years and at the discretion of the council to be determined on a case by case basis having regard to the benefits of the project to an area and the level of grant aid being approved. Where the proposal is to provide facilities on lands owned by the council, (such as a playground or park) a letter from the relevant section of the Council will suffice.
- All or any portion of a grant which has been unpaid may be withheld by council where specified conditions are not being complied with or where there is an unapproved material change in the proposals for which the application was made.
- Grant-aided facilities shall not be alienated, assigned, sold or otherwise disposed of without the consent of the council.
- Grant allocations may be reviewed or revoked at any time by the council if progress on the project is not satisfactory. In any event grant allocations will be revoked if not taken up within the periods specified in this scheme unless otherwise agreed by the council at its absolute discretion.
- A formal Agreement will be signed between the beneficiary and the council to reflect the terms and conditions of this scheme prior to payment of a grant or any part thereof.
- The council may, from time to time, amend the conditions of this scheme, as it deems appropriate and in any event shall review the operation and conditions of the scheme not more than every 2 years.
- If the project is not successfully completed, the council will insist on repayment of any grant monies paid.
- Books and Records: Proper books and records should be maintained for the project and be available for inspection if required, by the county council or their appointees. The recipient agrees to comply with any reasonable requests of the environment section, Clare County Council and to cooperate with possible project inspections, including inspection of documentation, books and records.
- Funding not availed of in any year will be carried forward to the following years' fund at the discretion of the council.
- Beneficiaries in some instances may be required to provide the council and the evaluation panel with a realistic business plan dealing with the future running and maintenance costs of the project and the sources of the ongoing funding to meet such costs.
- If, for the purpose of obtaining funding and under this programme, a person knowingly makes a false or misleading statement or withholds essential information, all or such portion of the aid given or to be given or to be given as the council may determine shall be reimbursed or withheld.The council reserves the right to exclude such a person from further participation in the programme to such a period as it shall determine.
Successful applicants will be informed through a letter of offer. They will be required to sign the letter of offer, which will constitute a contract with agreed objectives, targets, timescale and costs. The letter of offer will also include details of the method of grant drawdown. Payment of funds to be made only when the project is completed or on completion of pre-approved stand alone phases, in full or in part, on the basis of original invoices of expenditure vouched as paid and following inspection by Clare County Council (where considered necessary). Works must be completed within one year of the date of acceptance of the offer.
Capital assistance must be claimed and drawn down within twelve months from the date of acceptance of the offer unless an extension of the drawdown date has been applied for and approved by the county council. The granting of an extension is at the discretion of the council and shall be determined on a case-by-case basis, based on written application to the council. The maximum time for an extension of the original drawdown date shall be six months only, unless a group or organisation can demonstrate exceptional circumstances that prevent the group/organisation from drawing down the grant within the extended period.
The Government's tax clearance procedures will apply to all grants allocated. These procedures mean that groups must give their tax number, give the name of the tax office dealing with their affairs and must certify that their tax affairs are in order.
If you do not already have a tax number, you can obtain one from your local tax office.
groups recognised as charities by the revenue commissions are exempt from the requirement to produce a tax clearance certificate. Therefore, if you have a CHY number, it should be quoted.
- Grants under €650 - no tax clearance required.
- Grants from €650 to €10,000 - groups are required to supply a tax reference number and the name of the tax district dealing with their affairs. They will also be required to sign a statement indicating that the organisation's tax affairs are in order.
- Grants over €10,000- a current tax clearance certificate from the revenue commissioners will be required when the group is requesting final draw down of grant aid.
The following documents must be submitted to Clare County Council:
In the case of clubs and voluntary groups and organisations:
- Completed application form
- Copy of constitution
- Details of structure
- Minutes of last AGM
- Documentary evidence of title to site
In the case of limited companies:
- Completed application form
- Copy of memorandum and articles of association
- Copy of certificate of incorporation
- Documentary evidence of title to site
In the case of all applicants:
- Completed application form
- Map of all lands being used by the club / organisation
- Copies of any relevant planning permission, fire safety certificates or other relevant permits
- Copies of most recent financial records including details of matching funding available
- Copies of cooperation agreements with other clubs / organisations
- Copy of relevant insurance policy
- Copy of tax certificate/charitable status certificate as appropriate.
Completed application form [PDF, 144KB] and supporting documentation should be returned to by Friday, 16th December 2016:
Clare County Council,
Áras Contae an Chláir,