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CGS capital grants application process

When you apply for funding you can ask to manage your proposal yourself, as a grant. Once your application has been received, council officers will check to see whether this would be appropriate. Note: only constituted groups can manage grants.

If yes, you will be sent an assessment form to complete in which you will be required to give further information about your organisation and a rough estimate detailing costs/timescales.

If your idea includes an element of public art, please contact the Arts and Culture team for advice on your commissioning process. All public art will require approval from the Arts and Culture team. For grants of over £5,000, you will be required to deliver the project according to the best practice guidance in public art commissioning. To download this guidance, visit the ‘Public Art’ section on our webpage www.2.southwark.gov.uk/art. Unless a design competition has taken place, please do not name an artist in the application. An artists’ brief should be developed to advertise the commission opportunity once the grant is awarded.  If this process has already taken place and a winning design selected we will require evidence of this as part of your supporting documents. For further information, please email the Arts and Culture team at arts.admin@southwark.gov.uk.

Successful grants

Should your application be approved by your ward councillors, you will be sent a letter confirming this.

After this, you will be sent a grant pack which will consist of:

1.  A grant letter outlining the conditions of your grant
2.  A Conditions of Grant Funding document (which needs to be completed and signed)
3.  A list of organisational documents which are needed in order to release the grant (see below)

  • Constitution/ Memorandum & Articles
  • Your bank account details on organisation's letterhead
  • Audited accounts or financial statement
  • Latest annual report (if available)
  • Equal opportunities policy/ statement
  • List (names and addresses) of management committee members
  • Your organisation's safeguarding policy (only if your organisation works with children or vulnerable adults)
  • Up to date insurances, including theft, fire, employer's liability and third party damages, which cover the extent of the proposed project
  • Any other information, including confirmation that Disclosure and Barring Service (formerly known as CRB) checks have been carried out if you are working with children

Southwark managed schools only need to return the completed and signed Conditions of Grant Funding document.

If your application is approved, you will most likely need to seek permission to deliver the project before works start. Your monitoring officer can provide more information on this.

Your project must be completed within two years of being awarded or it may be withdrawn. You should aim to deliver your project within one year of award.

Grants monitoring process

Once your grants monitoring officer has agreed your cost and programme breakdown, you will be informed that you can start on your project.  Note: Three quotations for all works over £5,000 are required (unless there is a good reason not to have three quotes e.g. specialist work).

Your monitoring officer will also let you know how your funding will be released to you. Normally grants are paid on completion of works.

You will be expected to provide regular updates on the progress of your project, and if you wish to change any part of it, you will need to inform your monitoring officer first.

At the end of your project, your monitoring officer will arrange a visit with you to check on the completed works.

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Southwark Council
PO BOX 64529
London SE1P 5LX

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