How to apply

Below are the rules that you have agreed to abide by if your bid is successful and you receive a grant through the Mayor’s Safer Communities Fund (MSCF).

In order to receive the grant, you will be expected to complete and return:

1. Our supplier details form
2. Accompanying document (a letter headed document detailing your organisation’s bank details, or a bank statement showing the same).

You will be provided with this paperwork on notification you have been successful w/c 26 August 2024. You must complete and return this paperwork in full by 11 September 2024 to be awarded your grant.

You must use any grant given for the purposes detailed and agreed in your application. The grant must not be used for any other purpose without prior written consent from the West Yorkshire Combined Authority – Policing and Crime team. If any changes to your original application were to take place throughout your project, this must be approved first by the Engagement Manager. Please refer to point 3 for further information.

Grants are allocated for a maximum 12-month term only. The applicant will need to be contactable for the duration of the grant. Grants cannot be passed to other individuals or departments without prior approval.

The applicant named on the application form (Organisation and Contact Name) is solely responsible for the project throughout the grant period, including completing the evaluation forms upon project completion.

You MUST notify the Mayor’s Safer Communities Fund Team if the person responsible for the project moves on/ leaves the organisation at the time the change takes place. The named applicant will be our point of contact to recover funding should the project not be delivered/ problems occur.

MSCF does not allow monies to be passported or subcontracted to other organisations without declaring this in your original application form. Monies from the MSCF fund cannot be given out as cash prizes. Refreshments are not eligible to be covered by the fund and must not be misrepresented under a different budget head, further information is included in the Guidance Notes document.

If you fail to comply with any of the conditions set out in the Terms and Conditions, we may require all or any part of the grant to be repaid. You must repay under this condition within 30 days of receiving the demand for repayment.

We may terminate this agreement immediately by serving a written notice on the recipient if:

1. the grant or any part of the grant is being used for any purpose other than the purpose set out in this Agreement
2. you have been involved in any illegal activity or improper act in your administration

You must inform the Mayor’s Safer Communities Fund Team as soon as possible of anything that might affect the delivery of the project and therefore the use of the grant. You must seek our permission before you make any changes to how the grant is used. This includes any delays in the project start or finish dates. Failure to notify us of any significant changes to the original application may result in the grant being withdrawn and the organisation repaying funds.

Please contact the Mayor’s Safer Communities Fund Team to discuss any issues or changes you wish to make as soon as possible.

You must keep records showing how you have spent the grant, including receipts and or invoices for a period of at least six years after the end of the funding period. The Safer Communities Fund Team may ask you to provide proof of spend at any time during this period for auditing purposes.

The evaluation/monitoring form will be provided by ourselves 12 months after your project was awarded.

Where applicable, you and WYCA will be required to comply with the Freedom of Information Act 2000 (the “FOI Act”), any subordinate legislation made under the FOI Act and any guidance issued by the Information Commissioner. You agree to assist and cooperate with WYCA to enable them to comply with their obligations under the FOI Act whenever a request is made for information which relates to or arises out of the Terms and Conditions.

You must agree to allow the Mayor/Deputy Mayor or a representative to undertake a visit to your organisation to see how the grant is being used; you may also be visited by an Engagement Officer and or Auditor designated by WYCA. You will be contacted and given prior notice before any visit.

You must complete satisfactory evaluation/finance forms and return them to us by the deadline set. Failure to submit a satisfactory evaluation form will exclude you from reapplying to the Mayor’s Safer Communities Fund for any future projects and you may be required to re-pay the funds in full. A blank copy of the evaluation forms required can be found on the website.

If you are successful in obtaining a grant from the Mayor’s Safer Communities Fund, your organisations contact details will be shared with other successful projects and the media for use with promoting the Fund. If media requests are dealt with by a different person or department within your organisation, it is your responsibility to forward any resulting media requests on to them.

If called on, at least one representative from your organisation must be prepared to speak to the media and appear on any media images or videos. This will be organised in conjunction with the Communications Team. Where suitable and deemed appropriate by you, we may also ask that some of the people that benefit from your organisation’s work speak to the media.

We would like to publicise your project to share good practice. Where appropriate this includes sharing any resources you produce using the grant (for example, but not limited to - photographs, videos, posters).

You have a responsibility to ensure all publicity relating to the project awarded a grant refers to the contribution made by the Mayor through the MSCF. This publicity must include, where possible, the use of the Mayor’s Safer Communities Fund logo. You must seek approval from the Policing and Crime Team prior to using the Mayor’s Safer Communities Fund logo. All publicity relating to your project should also be shared with the Policing and Crime Communications Team prior to release.

We should be made aware, in writing with reasonable advance notice (of at least 2 weeks) of any key publicity events connected with your grant. If this notice is not possible then every effort must be made to contact us as soon as possible.

We will provide media support and advice on request in relation to any successful project.

You will repay the grant if you breach any of the terms and conditions set out. An example of these could include, but are not limited to:

• An underspend after the grant period
• A significant change to the project without approval from the Mayor’s Safer Communities Team
• Failure to complete your project based on an inability to recruit/ obtain referrals/ service users.
• Failure to complete satisfactory evaluation or financial forms
• Evidence that you/your organisation has been or is involved in fraud, crime or associated with criminal activities.

We are compliant with GDPR regulations. You will be asked for contact information (which may be personal information) if you complete a MSCF application form. We will only use the contact information for our purposes as outlined previously. Personal information you submit to WYCA is stored securely. We will not share your personal information with external organisations, excluding those already mentioned, without your permission.

You may ask to have your details removed when your project has concluded. You have right of access to your personal information held by WYCA by written request to the data protection officer (address below).

To view our privacy statement, please visit the website.

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We may send you information on news, events or alternative funding streams. If you would like to unsubscribe from this distribution you can do so by email, phone or letter.

Contacting us about privacy
If you have any questions about our privacy policy please contact us at:

Email: safercommunitiesfund.pc@westyorks-ca.gov.uk

Write to us:

Mayor's Safer Communities Fund Team,

Wellington House

40-50 Wellington Street

Leeds

LS1 2DE.

Call us:

0113 3481740 (Please leave a message and a member of our team will get back to you).

Links to other sites

The application form contains links to other sites and servers. WYCA is not responsible for the privacy practices or the content of such websites.

Applications may be subject to special conditions if it is deemed necessary. The details of any special conditions will be sent to you by the Policing and Crime Team and will be issued as required. Special conditions must be accepted for your project to be successful.