Terms and conditions for the Austin Smith small grants fund

Please read the terms and conditions below carefully. By checking the box on the application form before you submit it, you are confirming that you have read, agree with and accept all of the terms set out below.

If our application is successful I declare that:

  1. We will only spend the funding on purposes for which it was granted and accept that failure to do so may result in all or part of the funding being withdrawn or having to be paid back.

  2. We will repay any unspent grant if we complete the Project for less than the approved grant.

  3. The Project will be delivered in accordance with these conditions and the application.

  4. We accept the Council has the right to withdraw or recover all or part of the funding if the application form and supporting documentation was completed dishonestly or with incorrect or misleading information.

  5. We confirm that we have all the necessary permissions required by any governmental or other authority to run the project.

  6. The Council may withdraw its grant offer if our organisation is placed into receivership, administration or liquidation, or a petition has been presented for its winding up, or it enters into any arrangement or composition for the benefit of its creditors, or it is unable to pay its debts as they fall due.

  7. We will notify the Council’s Grants and Performance Team and relevant Councillors immediately if there is any material change affecting finances, activities or other factors affecting our ability to run the Project.

  8. We will obtain and maintain any insurance relevant to the Project and will provide evidence to the council of these insurances on request.

  9. We will keep accurate and comprehensive records and monitoring information about the project, showing how the funding has been used.

  10. We will monitor all aspects of the project in terms of equality of opportunity and meet all equality legislation requirements applicable in the United Kingdom from time to time, without distinction as to age, disability, gender, race, religion/belief and sexual orientation. We will ensure that we have fair employment policies and procedures in place at all times, which we will comply with.

  11. Acknowledging that the council is moving towards a “Fair City” agenda, to promote the creation of more and better-quality jobs with fair pay and employment practices across the city of Liverpool, we will use best endeavours:
  • to have fair employment policies and procedures in place at all times, which we will comply with
  • to pay all members of staff at a rate no less than the “Real Living Wage” as determined and amended from time to time by the Living Wage Foundation 
  • not to use zero-hours contracts - for the purposes of these terms and conditions, that term refers to contracts under which there is no guarantee of work being offered to the member of staff and under which the member of staff is restricted from taking on other employment or work

12. We will submit a Project evaluation report on a Council template within time frames specified by the council. This must include statement of expenditure for which original invoices, bills and receipts are available if the evaluation template requires it.

13. We will permit the Council to inspect financial or any other records in relation to the use of the grant for up to 12 months after the end of the financial year in which the grant was awarded.

14.  The Grant shall be shown as 'Austin Smith Small Grants Fund' in the recipient's accounts as a restricted fund and shall not be included under general funds.

15. We agree to participate in and co-operate with promotional activities relating to the project that may be instigated and/or organised by the Council and we shall comply with all reasonable requests from the Council to facilitate visits, provide reports, statistics, photographs and case studies that will assist the Council in its promotional and fundraising activities relating to the Project.

16. We will have a Child Safeguarding Policy in place if the project involves children and young people under 18. This policy must comply with the requirements of the Liverpool Safeguarding Children Partnership (LSCP) as updated from time to time and carry out our activities with a view to safeguarding and promoting the welfare of children. We will adhere to statutory guidance and have regard to any supplementary guidance issued by the LSCP.

17. We will have a Safeguarding Adults Policy in place if the organisation works with vulnerable adults. This policy must comply with the requirements of the Liverpool Safeguarding Adults Board (LSAB) and the Inter-Agency Safeguarding Adults Policy and Procedure 2018 as updated from time to time and carry out our activities with a view to safeguarding and promoting the welfare of vulnerable adults. We will adhere to statutory guidance and have regard to any supplementary guidance issued by the MSAB.

18. We will have a volunteer’s policy if we use volunteers in the Project.

19. We will comply with any additional conditions specified in our grant offer letter if we accept the grant.

20. We will not do or omit to do anything in the course of running this Project or in any other of our activities anything which would bring the Council into disrepute or attract adverse publicity.

21. We will be solely liable for our personnel, the performance of the project and any claims, damages or proceedings which may arise from our carrying out of the project and we acknowledge that the Council’s only involvement is restricted to providing funds to allow us to put the project into practice.

22. We shall at all times comply with all relevant legislation and all applicable codes of practice and other similar codes or recommendations, and shall notify the Council immediately of any significant departure from such legislation, codes or recommendations. We shall comply with the requirements of the Health and Safety at Work etc. Act 1974 and any other acts, orders, regulations and codes of practice relating to health and safety, which may apply to employees and other persons working on the Project.

23. We shall not unlawfully discriminate within the meaning and scope of any law, enactment, order, or regulation relating to discrimination (whether in race, gender, religion, disability, sexual orientation, age or otherwise).

24. The recipient will monitor all aspects of our project in terms of equality of opportunity and meet the Equality Act 2010 requirements.

25. We acknowledge that the Council is subject to the provisions of the Freedom of Information Act 2000 (FOIA) and we shall assist and co-operate to enable it to comply with the information disclosure requirements. We accept that the Council may share information about our Application and the Project with other parties of our choice as well as members of the public who make requests under the FOIA. We acknowledge that all the information we submit to the Council will be subject to the FOIA.

26. We shall not transfer any part of the agreement (that is made of up of these terms and conditions, the Application and our grant offer letter) or any rights or obligations under it to another organisation or individual without first contacting the Council's Grants and Performance Team and relevant Councillors to seek the express agreement of Liverpool City Council.

27. We accept that any personal information that we process must be in accordance with the Data Protection Act 2018 and the ‘UK GDPR’ as updated and / or amended from time to time.

28. We will comply with all Public Health England guidance relating to the Covid-19 pandemic, particularly in relation to foodbanks, if we run a foodbank, or otherwise are involved in the distribution of food or other refreshments.