Sustainable Pembrokeshire Small Grants Scheme

Report

March 2005 Report of the Sustainable Pembrokeshire Small Grants Scheme

Contents

Introduction page 3

Background page 4

Key features of the scheme page 5 • Good practice • Grants available • Promotion • Partnership working

An analysis of how the funds were distributed page 8

Impacts for Pembrokeshire page 9

Outcomes for PAVS page 9

Monitoring and evaluation page 11

Benefits of the project page 11 • Sense of community • Education and awareness raising • Sense of achievement • Development of community assets

Lessons learned through the development process page 12 • The importance of forward planning • Community involvement • Project specific lessons

Feedback from the community page 13

Understanding of sustainability page 13

Conclusions and recommendations page 14

Appendices

1 Application Pack 2 Sustainability Information Sheets 3 Terms of reference for grants Panel 4 Proforma for monitoring visits 5 Profile of projects funded to date

March 2005 2 Report of the Sustainable Pembrokeshire Small Grants Scheme

Introduction

This report aims to paint a picture of the history and achievements of the Sustainable Pembrokeshire Small Grants Scheme, a project which has been developed by the Pembrokeshire Association of Voluntary Services (PAVS), working in partnership with a range of key local agencies. Funding for the scheme is due to come to an end in March 2008. The project has been highly successful and it is hoped that the report will inform discussion both locally and nationally about the need to continue to support such initiatives.

This report has been up‐dated to include information about the funding distributed by the scheme in the 2004/ 2005 financial year and information about the current funding situation of the scheme. These up‐dates appear in red to distinguish them from the original report which dealt with the scheme up to March 2004.

The report begins by setting out the background to the scheme and the pilot project which preceded it. It then looks at some of its key features, including: • the way that it was developed using a range of good practice guidelines • how it was structured and promoted • how partnership working was the key to success

The next section focuses on the beneficiaries and outcomes of the grants scheme including: • an analysis of how the funds were distributed • the outcomes of the scheme in relation to the targets that were set • the outcomes for PAVS

Four brief case studies of projects that were funded under different themes have been woven into the main body of the report along with feedback received from the partners that were involved.

It concludes with a section focussing on the monitoring and evaluation of the scheme prior to drawing a series of conclusions and making recommendations as to how the scheme should be developed in the future.

Case studies: The Place where we live ‐ Freshwater East Coastcare

The Freshwater East Coastcare Group was set up to raise public awareness of the local beach to residents and visitors. The group ‘adopted’ the beach, regularly monitoring and cleaning it in conjunction with Keep Wales Tidy. Through the Sustainable Pembrokeshire Small Grants Scheme the group was awarded £1000 towards the costs of producing a charity CD of local music “Our Piece of Heaven”, to sell in aid of the Freshwater East Coastcare Group and Keep Wales Tidy. The aim of the CD was to encourage public awareness of environmental issues in the area and promote tourism. The CD has had very successful sales to date and is just one part of the on‐going project to raise awareness to people about how individuals can use the beach whilst respecting others and without compromising the natural environment.

March 2005 3 Report of the Sustainable Pembrokeshire Small Grants Scheme

Background

In common with other County Voluntary Councils in Wales, in the autumn of 2000, PAVS was invited to apply for funding under the voluntary sector strand of the Local Regeneration Fund for the delivery of a small grants scheme targeted at those local organisations that could make a contribution to local regeneration.

Nine months earlier, PAVS had been approached by an individual who wanted to donate a sum of £3000 “for the benefit of people living in Pembrokeshire”. This fund was added to by Pembrokeshire County Council, providing sufficient resources to allow the Association to work with a range of partners in developing a pilot for a small grants scheme. The pilot delivered funding of up to £500 for small scale projects concerned with “sustainability” to 15 local grass roots organisations.

It was clear from the pilot that such a project was very valuable in Pembrokeshire at many different levels. • Successful applicant groups were able to achieve great things with relatively small amounts of money, resulting in improved services and amenities for local people. • The pilot scheme, whilst being very modest in scale, was able to make a significant contribution to raising awareness of the issue of Sustainability in the context of the work of voluntary organisations in the county. • PAVS and its partners were able to develop the necessary skills and gain valuable experience in the world of grant making. • PAVS was able to engage with a range of smaller groups that had not been aware of the full range of services and support available from the county voluntary council.

Based on these positive experiences and outcomes, a bid to continue and develop the scheme was submitted to the Welsh Assembly Governments’ Local Regeneration Fund. The 3 year bid was successful, and on 1s t April 2001 a part‐time Grants Administrator was employed and the Sustainable Pembrokeshire Small Grants Scheme came into being.

Following on from the three year project, in January 2004, an application was submitted to the Welsh Assembly Governments’ Community Facilities and Activities Programme for a further three years of funding for the Sustainable Pembrokeshire Small grants scheme. The bid was successful but funding was only agreed for 1 year, with a total of £50,000, including the administration costs, taking the project up to March 2005. The administration costs for the scheme were reduced which meant that changes had to be made to the way in which the scheme was administered. In the past this had been an 18.5 hour post and this had to be reduced to 7 hours a week. Some time was spent reviewing the grants administration process and a stream‐lined process was implemented building on our prior experience of running the scheme. It was decided that PAVS Development

March 2005 4 Report of the Sustainable Pembrokeshire Small Grants Scheme

Officer’s would provide more detailed support with completion of application forms for the scheme. It was unclear whether there would be follow on funding for the scheme from the Welsh Assembly Government past March 2005. In January 2005 an application was submitted to the Welsh Assembly Governments’ Community Facilities and Activities Programme and a further three years of funding was agreed which will take the scheme up to March 2008.

Case studies: The People we live with‐ Newport Millennium Paths group The group received a grant towards the Parrog to Cwm Access for All Path which involved the improvement of a 0.6km stretch of the coastal path. The group took advice from the Access group to ensure that the final path would meet the needs of all, including wheelchairs users and people with sensory impairments.

A beautiful section of the coastal path with a picnic area has been opened up so that more people can enjoy it, regardless of their access needs.

Key features of the scheme

The scheme is a local grant making initiative to encourage the development of sustainable projects that help improve the quality of life for current and future generations, focussing on environmental, social, cultural and economic aspects of Pembrokeshire life.

Good practice A working group was set up to develop promotional materials, guidelines, application forms, policies & procedures for the scheme. Whilst recognising that this would be an evolving process, all were committed to ensuring best practice, transparency, clarity and simplicity.

This was particularly important to PAVS, who through the provision of funding information and support, was highly aware of the confusion at grass roots level about the complex and ever‐changing grant making world. PAVS was aware that this acted as a significant barrier to small voluntary and community groups accessing grants that they were entitled to apply for.

Good practice guides in grant giving were purchased and used as a basis for informing the development of the scheme. Regional and national scheme application packs were used as exemplars. Lengthy discussions took place until those concerned were satisfied that the scheme, its processes and promotional literature were ready to be launched.

Grants available It was decided that grants of up to £1,000 would be made available to voluntary and community groups under the broad themes of PLACE, PEOPLE & COMMUNICATION. Under these same themes, grants of up to £3,000 would be made available to the top five most peripheral/deprived wards in

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Pembrokeshire, in line with the Welsh Index of Multiple Deprivation. These wards were: • Maenclochog • St Dogmaels • Monkton • Pembroke Dock (Llanion) • Pembroke Dock (Central)

In the 1 year period of funding 2004/ 2005, due to the reduced rate of funding, it was decided that to maintain an equal spread of grants across the county the grant level would be capped at £1,000 for all of Pembrokeshire.

Feedback: Clare Williams – Sustainable Development Co‐ordinator Pembrokeshire County Council "The scheme has enabled us to help people who would probably never dream of applying for a grant to carry out projects in their communities. By keeping the funding small, we can spread the sustainability message to a wider audience."

"Because the panel is made up of people from diverse backgrounds, we maintain a balance of views and this makes the awarding of funding fairer."

The scope of the scheme was maximized through a partnership with the Pembrokeshire Coast National Park Authority. The National Park saw the scheme as a way of maximizing the potential of the Environment Development Fund by targeting smaller scale grass roots organisations. They decided to contribute up to £20,000 per year in the form of small grants to businesses and individuals as well as voluntary groups for innovative activity. This enabled the scheme to develop an additional theme of INNOVATION, which could make grants available to individuals and businesses as well as to voluntary and community groups that were based in the National Park or that would have a significant impact on communities within the National Park.

Promotion The scheme was launched in June 2001 as part of a broader funding information event which took place in St John’s Community Hall, Pembroke Dock. The response was very encouraging, and the first panel meeting which was scheduled for early September received 9 applications for consideration.

Promotional work for the grant scheme was piloted in Priority 3 areas in the Autumn/Winter of 2001. Initially presentations about the Small grants Scheme and PAVS’ services were made to all Community and Town councils in these areas. This work was done in partnership with Menter Iaith Sir Benfro, thus ensuring that language needs were met.

Presentations to Town and Community Councils were followed up with outreach sessions in well‐used, accessible venues in each community. Staff

March 2005 6 Report of the Sustainable Pembrokeshire Small Grants Scheme met with groups interested in applying to the scheme on a one to one basis, during the daytime, evenings and at weekends.

This outreach method of promoting the scheme, along with the hands on support provided by the grants Administrator proved to be successful. The Grants Panel was receiving an average of 10‐14 applications for consideration at each of their 6 weekly meetings, a trend which has continued throughout the lifetime of the scheme.

PAVS developed display materials for the scheme and a generic powerpoint presentation and regularly attended and continues to attend events and information/training days which have included: • Pembrokeshire Tenants Federation Funding Workshop • Carer’s Funding Day • Event manager’s training • Running Youth Clubs training

In the 2004/05 period publicity was carried out on a reduced budget, new leaflets which reflected the changes in the scheme were produced by the Pembrokeshire Coast National Park as a contribution in kind to the scheme. The scheme was re‐launched at the North Pembrokeshire Eco Festival in Boncath on the 10 th September 2004 and was then promoted throughout the year through PAVS Outreach work, PAVS events and an advertisement in the Green Pages of the Tivyside. Despite a lack of planned publicity, due to a reduced publicity budget there was a steady and consistently good level of applications to each round of the scheme, evidence that the scheme is well known throughout the county.

Feedback: Lynne Chattoe‐ Community Development Officer Princes Trust “The scheme has been beneficial to a number of our community projects. We value the support we have received from the scheme, helping us to enable young people to contribute to making a difference to where they live.”

Partnership working The scheme is managed by PAVS in partnership with the Pembrokeshire Coast National Park. However, the partnership goes beyond this. PAVS is fortunate to have skilled and knowledgeable people sitting on the grants panel representing the following bodies: • Pembrokeshire Coast National Park • Sustainable Development Fund Panel • Pembrokeshire Environmental Forum • Pembrokeshire County Council • Princes Trust Cymru • PAVS The partnership approach has been hugely valuable and has helped PAVS to: • develop the scheme in such a way that is broadly accessible to all sections of the Pembrokeshire community

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• ensure that the scheme and its processes are transparent and not layered with bureaucracy, whilst retaining its professionalism and regard for due process • ensure that informed decisions are made on applications through panel members’ expertise in the following areas: youth work, environmental protection, sustainable development, small business development, strategic development, knowledge of the voluntary sector, knowledge of funding • ensure that applicant organisations plan and develop their projects following good practice guidelines through conditions set by the Panel members • forge stronger links with partners, a respect for each others perspective, and greater opportunities for collaborative working

Case studies: The way we Communicate ‐ Pembrokeshire Advocacy

Pembrokeshire Advocacy supports and represents individuals with learning disabilities, many of whom have communication difficulties. The service identified the need to explore more creative ways of sharing information with their clients to make communication more effective and enable them to make decisions at transitional points in their lives. The Pictures Can Speak project, which was funded by the scheme, enables non‐verbal communication through the use of desktop graphic publishing and digital photography to supplement spoken and written communication. This has facilitated an accessible level of communication so that users are involved in a more considered decision‐making process which is inclusive of the person with learning disabilities.

Outputs An analysis of how the funds were distributed

Up until March 2004: • 585 groups received application packs • 265 applications submitted to the scheme • A total of £207,774.74 distributed to 199 different projects • £68,481.52 has been distributed to 31 projects carried out in the Priority 3 wards of St. Dogmaels, Maenclochog, Llandissilio, Pembroke Monkton, Pembroke Dock Central and Pembroke Dock Llanion

From March 2004 – March 2005: • 110 groups received application packs • 66 applications were submitted to the scheme • A total of £47,046.80 was distributed to 56 projects

199 groups have successfully applied to the scheme under the four themes: The Place we live in 63 grants Total value £70,660.88 The People we live with 74 grants Total value £77,037.87 The way we Communicate 36 grants Total value £37,322.03 The courage to Innovate 26 grants

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funded through the Sustainable Development Fund Total value £22,753.96

56 groups have successfully applied to the scheme under the four themes: The Place we live in 16 grants Total value £14,784 The People we live with 22 grants Total value £18,031.95 The way we Communicate 14 grants Total value £ 10,838.27 The courage to Innovate* 4 grants Total value £3,393 *Funded through the Sustainable Development Fund

Impacts for Pembrokeshire • 4 jobs have been created • 33 buildings and 46 pieces of land have been improved • approximately 35 groups have received a grant for the first time • 116 groups have improved community services and assets • 12 new groups were established and 10 existing groups have formalised their structures and developed constitutions • A minimum of £428,341.65 of additional funding has been levered into the county by the scheme from other sources

From March 2004 – March 2005 • 13 buildings and pieces of land have been improved • Approximately 5 groups have received a grant for the first time • 56 groups have improved community services and assets • new groups were established, formalised their structures and developed constitutions • A minimum of £149,622.37 of additional funding has been levered Feedbinactok: Nithec W coheeunlerty‐ byChief the E xeschcutemeive, Pfrembomro otkheeshir reso Courcesast National Park Authority “The Sustainable Pembrokeshire Small Grant Scheme has been a brilliant example of practical partnership which helps the people of Pembrokeshire. The Scheme offers a rapid turnaround on decisions, a simple application and claims procedure, and hands‐on help to applicants, from initial ideas to project completion and next steps” “Pembrokeshire Coast National Park Authority is pleased to have been associated with the Scheme and to have been able to contribute to the Innovation funding strand of the Scheme from the Sustainable Development Fund, which we administer in the National Park area on behalf of the Welsh Assembly Government. We are also delighted with the benefits that working with PAVS in grant administration has delivered.”

Outcomes for PAVS

The Sustainable Pembrokeshire Small Grants Scheme has generated valuable outcomes for PAVS in the following areas:

• improved partnership working relations with a range of key local agencies and statutory authorities

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• increased knowledge and understanding of the scope and the needs of the smaller groups within PAVS’ constituency, many of whom we have become acquainted with for the first time through the small grants scheme • providing an incentive for groups to access PAVS for support with other needs, e.g. the development of a constitution, access to training and capacity building activities, support with website development etc. • involvement with the development of new and existing grant schemes in an advisory role, including the Environment/Sustainable Development Fund, the County Council’s Pembrokeshire Community Regeneration Scheme, PRIDE (Landfill Tax Credit funds), Early Years Development & Childcare Partnership funds and the Pembrokeshire Keyfund

Case studies: The courage to Innovate ‐ Y Felin Y Felin is an 800 year old working water mill and mill pond which is open to the public. It provides working demonstrations concerning how the wheel works and the milling process. The mill provides a local amenity for the benefit of the community and local employment, producing and selling bread and other products. Funding from the Innovation strand of the scheme went towards a project to strengthen and reinforce the banks of the mill pond to counteract erosion. The project also removed unwanted stones and gravel from the pond which increased the water capacity, ensuring that the mill can work to maximum capacity. The mill pond is a renewable resource that doesn’t cause pollution or waste. The project has improved access and the general safety and visual appearance of the pond, making it more efficient in both its running time and its general function. The project has contributed to sustaining local employment and greater enjoyment of this community amenity.

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Monitoring and evaluation

The scheme has been the subject of ongoing review and development which has resulted in: • under‐represented groups being identified and targeted • the further development of the application pack • the production of sustainability information sheets • the production of additional guidance to clarify eligibility criteria

It was agreed that all projects funded under the scheme would be visited after receiving a grant to enable panel members to get a real flavour of the types of projects supported and evaluate the impacts and value of the funding. Visits were carried out using a common format geared to: • understanding the overall benefits of the Project • whether there were any lessons learned by the recipient through the development process • understanding feedback from the wider Community • gauging how the project had contributed to a wider understanding of sustainability

For the period March 2004 – March 2005 with the reduced administrative hours on the scheme there was less scope for doing monitoring visits and organising visits for panel members to projects. It was decided to select a sample of 15% of successful applications to the scheme for a monitoring visit, the monitoring proforma sheet would be sent out to all other groups for completion.

Benefits of the project

The main benefits that were identified through monitoring visits could be categorised under a number of broad headings, including: sense of community, education and awareness raising, sense of achievement and the development of community assets.

Sense of community A large number of groups visited said that their projects had brought the community together for a common purpose and therefore played a part in the development of community spirit and a sense of community togetherness. ‘The project brought people together as a community and helped to develop community spirit’. St Ishmaels Playing Fields – Creation of a play area and garden

‘The children from the village attend 5 different junior schools. The project has given the children a chance to all mix together’ Mynachlogddu – Play area project

‘Mums are using the local group instead of driving to mother and toddlers group out of the area. The project has helped to build up local relationships and promote community Spirit’. Carew Play and Learn group

‘The value of working together and the importance and value of taking on board all opinions within the community’ Llangwm School – Community garden project March 2005 11 Report of the Sustainable Pembrokeshire Small Grants Scheme

Education and awareness raising Through the work they were doing many groups were able to get their message across through creative and interesting exercises often with an underlying historical or environmental theme.

‘It was great for the children to be involved in Charter Celebrations in a creative way’ Tenby 2020 ‐ Community sculpture project

‘All Eco Build projects at the college were over‐subscribed – both full time and part time’. West Wales Eco Centre – Eco build website

Sense of achievement The Panel was able to fund discrete phases of larger projects, supporting a phased approach to development which is more manageable and achievable in the long term.

‘Our experiences have shown that even large projects are achievable’. Llandissilio Playing Fields Association – preparation for play area

Development of community assets Another important benefit was the development/creation of community assets as a visual reminder of the hard work and community collaboration. Examples included: • newly developed or enhanced play areas • landscaping of unused areas • the refurbishment of local community halls • the development of an accessible part of the coastal path

‘The millennium trail …encourages walking and public transport. People use the local amenities. It has shown the groups’ commitment to long term maintenance, supported the local community and generated income through the leaflets’ Newport Millennium Paths Group – design and production of a display panel

Lessons learned through the development process

As well as the benefits, the Panel was keen to receive feedback from groups on the more challenging aspects of their projects and the lessons learned which included: the importance of forward planning, the challenges of community involvement and a number of project specific lessons.

The importance of forward planning Groups learned a range of things under this heading that would be very valuable when planning future projects.

‘Apply for funds well in advance’ Clwb Haf Bwlchygroes

‘The planning process for the development of a website is very important’ WW Eco Centre – Eco Build website

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‘The project was difficult to co‐ordinate, a massive amount of effort was needed, but there were benefits for all the hard work’ ‘We learned not to be defeated – keep on going with fundraising efforts’ St. Ishmaels Playing Fields – Creation of a play area and garden

‘Things cost a lot more than you think they are going to cost’ Mynachlogddu – Play area project

Community involvement Whilst community involvement and participation were key benefits for many projects, some groups whose aim it was to inspire interest and involvement through their projects, did not find it easy. We learned that ‘It is good to start small and focus on the interested people rather than undertake blanket coverage’. Growing Hearts Workers Co‐op – feasibility study into Community Supported Agriculture scheme.

Project specific lessons All projects offered great opportunities for groups to overcome barriers, some of which were anticipated and others came as a surprise. ‘The project confirmed barriers to implementation of technology (especially awareness of it, ease of installation, payback periods, and myth of there being not enough sunshine in the UK) but also revealed how demonstration can address these barriers’. Alternatives Wales – Community Solar Action Project

Feedback from the community

Generally, groups reported having had positive feedback from the community about the projects they had developed. Most feedback was anecdotal, which in turn has been difficult to capture – e.g. comments made in the street and second hand feedback. ‘We have had very good feedback – People keep coming back. They enjoy the food, they enjoy the cooking and they take the skills home and use them’. Mount Community Association – Healthy and economical cookery classes at the Resource Centre Understanding of sustainability

One of the aims of the scheme was to promote sustainable activity and an understanding of sustainability. For many groups this was the most difficult questions to answer. Responses could be categorised under the following broad themes: • recognising the need for projects to be financially sustainable • using sustainable technologies • using environmentally friendly materials • meaningful community involvement • lack of understanding of what the term is actually supposed to mean ‘The children have learned that anything you want to do is possible, but it takes dedication and hard work’ Mynachlogddu – Play area project

‘If you involve the community as a whole, you achieve a more sustainable benefit’ St. Ishmaels Playing Fields – Creation of a play area and garden

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‘The project was a good model of partnership working (with Princes Trust & Eco Club). The key is to have the local community involved in order to keep it moving.’ Community of St. David’s – Court yard garden enhancement and accessibility

Conclusions and recommendations

Funding for the current scheme is due to come to an end on 31 st March 2008. Based on the experience of the Sustainable Pembrokeshire Small Grants Scheme, there is a strong case to be made for the continuation of such funding as a highly successful way for the Welsh Assembly Government to contribute to the delivery of its strategies for: • Sustainable Development‐ by raising awareness of and supporting small scale local initiatives concerned with sustainability • Tackling Social Disadvantage‐ through the funding of small scale initiatives to overcome barriers to the participation of disadvantaged groups in community life • Supporting the Voluntary sector‐ through the resourcing and development of a wide range of grass roots voluntary and community groups

The scheme has exceeded all expectations in terms of surpassing the initial targets that were set, making a huge contribution to community‐led social and economic regeneration right across the county. This is an experience that concurs with that of colleagues involved in running similar schemes with the support of the Local Regeneration Fund in other Local Authority areas.

The scheme has been a rare positive example of genuine partnership in action, building the capacity and skills needed in the development of other partnership grant schemes, such as the Pembrokeshire Keyfund and the Environment Development Fund. This experience will be central to the potential for the development of other innovative funding mechanisms such as a Community Land Trust Fund or a Community Foundation for the county.

Partners have recognised that PAVS as the county voluntary council is ideally placed to facilitate this work in ways which are both acceptable and accessible to voluntary and community groups. The approach taken in Pembrokeshire has strengthened the ability of partners to engage with all sections of the community. It has had the outcome of raising awareness of the diversity of voluntary and community action and the potential contribution that the sector can make to the development and well being of the whole community.

Copies of the report are available from PAVS at 36‐38 High Street, Haverfordwest, Pembrokeshire, SA61 2DA or as a downloadable file from the PAVS website at www.pavs.org The report is designed to be used as a resource by all those with an interest in supporting the well‐being of the community of Pembrokeshire to ensure that the successes of the scheme can be built on in the future.

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Feedback: Anne Moazzen Director‐ Pembrokeshire Association of Voluntary Services

“Small amounts of funding used to kick‐start a myriad of truly local initiatives, are proving to be of great benefit in bringing about change that improves community life.”

“The small grants scheme is part of an invaluable continuum of funding available to communities and groups. Developments that result from the Scheme’s support can be built on with resources from the Key Fund, Social Risk Fund or larger Objective 1 bids.”

March 2005 15 Appendix 1 – Application Pack

Thank you for your interest in the Sustainable Pembrokeshire Small Grants Scheme.

Please find enclosed: ­ ­ Application Form ­ Eligibility Guidelines ­ Grant Application Guidelines ­ Sustainability Checklist

Please read the guidelines carefully before completing your application.

The grant’s panel will give priority to: Small projects run by small locally based organisations Projects that do not rely on the scheme to cover the total project costs. The scheme will only fund projects that demonstrate that there is additional support to meet the project costs

We need to receive the completed application form and all documents (Constitution, Sustainability Checklist, Quotes and notes of costs) before we can process your application.

The current funding secured for this scheme runs until March 2008, the deadlines for applications in 2005/2006 are:

1st August 2005 3rd October 2005 9th December 2005 7th February 2006

Please ensure that your applications are submitted to PAVS by 5pm on these dates. A letter will be sent confirming receipt of your application form, please contact us if you have not heard from us within a week to ensure that your application has been received. When we acknowledge your application we will inform you when a decision will be made. We will always aim to inform you of the outcome within 4 weeks of each application deadline.

All successful projects will need to submit a short monitoring form, once the project has been completed, along with receipts. We will select a cross­section of applications for a more detailed monitoring visit.

If you need any guidance to complete the application form or general advice about your proposed application then please contact the Development Team at PAVS.

Yours sincerely,

Lorna Unwin Funding Development Officer

March 2005 16 Sustainable Pembrokeshire Small Grants Scheme Who is Eligible to Apply This sheet aims to clarify the eligibility of the various groups, individuals and businesses that can apply for a grant under the Sustainable Pembrokeshire Small Grants Scheme. 1. Voluntary / Community Groups / Not for profit

Voluntary /Community / Not for profit groups can apply for a grant under any one of the four themes – People, Place, Communication or Innovation. A voluntary group is a collection of individuals who work together to undertake certain activities for the benefit of the community – whatever or whoever that community might be. A requirement for voluntary/community/not for profit groups applying to the scheme is that they submit a signed copy of their constitution. A constitution is a written description of what an organisation is, what it does and how it does it.

Support is available from PAVS to develop a constitution.

There are a large variety of not for profit organisations. Some groups have a very limited membership, which is not open to the broader community. Some examples include:

• Workers Co­operatives • Housing Co­operatives • Food Co­operations • Chambers of Trade and Workers Associations • Churches and Chapels (see ‘Guidelines for Churches and Chapels’) • Sports Clubs and associations • Social Enterprises To be eligible for support under the scheme groups with a limited membership will need to demonstrate that the project will benefit a wider community. Projects that are only, or primarily of benefit to the limited membership of the organisation, will not be eligible for support under the scheme. 2. Businesses

Businesses can apply under the ‘Innovation’ theme only and need to be operating within the National Park or be able to demonstrate that their project will have an impact on the National Park. Projects that can demonstrate youth involvement and contribute to a greater understanding of sustainability are particularly favoured. The scheme will not support business running costs or standard business start up costs. 3. Individuals

Individuals can apply under the ‘Innovation’ theme only and need to be operating within the National Park or be able to demonstrate that their project will have an impact on the National Park. An individual may have an idea or a skill that they would like to share with a particular community and may benefit from a little support from the scheme to see if it is an idea that could work. Again, projects that can demonstrate youth involvement and contribute to a greater understanding of sustainability are particularly favoured.

For further information on who is eligible to apply and/ or support to make an application contact the Development Team at PAVS on 01437 769422 or E­mail [email protected]

March 2005 17 Sustainable Pembrokeshire Small Grants Scheme REF A. INFORMATION ABOUT YOU/YOUR ORGANISATION 1. Please read the Grant Application Guidelines before completing this form. PRINT clearly in block capitals or type in black ink to enable us to photocopy the form

Name of Organisation ______

Name of Person to contact ______

Position in Organisation ______

Address for Correspondence______

______Postcode______

Telephone number. (Please give area code as well as the number ______

Email Address ______

Vol orgs only - The information collected here will be entered into a central database of voluntary organisations in Pembrokeshire and may be made publicly available by PAVS either as a sector directory or part of the County Almanac. We occasionally share these details but will not publish your personal contact details. Please tick if you would like these details to be only for internal PAVS use i.e. PAVS mailings If someone else is a preferred contact for our database then please include their name and address on a separate sheet

2. Briefly describe the aims and activities of the organisation (Please refer to Guideline no. 2)

3. Which of the following describes your organisation

Voluntary/Community Group / Not for Profit Individual Only eligible to apply under Innovation theme Business Only eligible to apply under Innovation theme

4. Does your organisation have a bank account? Yes No

If yes, what is the Account Name______

B. INFORMATION ABOUT YOUR PROJECT 5. Name of the project if different from the organisation:______

6. How much money are you requesting from the Sustainable Pembrokeshire Small Grant Scheme?______

7. Where In Pembrokeshire will the project take place? (Please refer to Guidelines no. 7)______

Please tick the box if the project will take place within or have an impact on the Pembrokeshire National Park Area

8. Under which theme are you applying for a grant? ((Please refer to Guidelines no. 8) Please tick one box only

The Place where we live The way we Communicate The People we live with The courage to Innovate

9. If your project involves alterations to a building or land do you own or lease the building or land? (Please refer to Guidelines no. 9). If no then please continue to Q. 10

Own Lease Period remaining______

If you require planning permission for your project is it in place? Yes (full) No (applied for) Ref no.______Yes (outline only) No (not applied for) Not required

March 2005 18 10. Tell us about your Project (Please refer to Guidelines no. 10)

11. Please give a breakdown of the overall costs of your project, and details of what the money will be spent on (Please refer to Guidelines no. 11)

Item or Activity Amount £ £ £ £ £ £ Total cost of Project £

12. What is the total amount you are requesting from the Sustainable Pembrokeshire Small Grants scheme? (Please refer to Guidelines no. 12) £______

13. Where are you getting the additional funding for your project from? (Please refer to Guidelines no. 13)

Sources of Additional Funding Amount £ £ £ £ £ The total amount in question 13 plus amount in question 12 = Total in Question 11 14. What would happen if this funding was not made available or was made available at a reduced rate? (Please refer to Guidelines no. 14)

15. How do you know there is a need for this project? (Please refer to Guidelines no. 15)

March 2005 19 16. How will the project contribute to a sustainable Pembrokeshire? Use the Sustainability Checklist to complete this answer. (Please refer to Guidelines no. 16)

17. Who will benefit from the Project? How many people and in what ways will they benefit? (Please refer to Guidelines no. 17)

Who will benefit? How many What is this number based How will they benefit? people will on? benefit??

18. How will you know if your project is successful? (Please refer to Guidelines no. 18)

C. DECLARATION – TO BE COMPLETED BY ALL APPLICANTS

When you have completed all the questions please sign this DECLARATION

I,______am an authorised representative of:______(Name of organisation).

Signed______Date______

I,______am an authorised representative of:______(Name of organisation).

Signed______Date______The grant will not be used to pay for goods or services which have already been bought. To the best of my knowledge all the information I have provided on this application form is correct. If Sustainable Pembrokeshire Small Grant Scheme is able to make a grant it will be used exclusively for the purposes specified, unless changes have been negotiated with the grants panel. CHECKLIST: Please ensure that you have: Answered all the questions and signed the declaration Retained a copy of your application form Enclosed a copy of your signed constitution Enclosed a copy of any quotations or notes to work out costs Enclosed a copy of a completed Sustainability Checklist

Please return this form to PAVS, 36-38 High Street, Haverfordwest, Pembrokeshire SA61 2DA

March 2005 20 Sustainable Pembrokeshire Small Grants Scheme Grant Application Guidelines

These guidelines aim to help you to make a successful application. They explain what we are looking for under each of the questions. Please take the time to read them before completing the form. Please note that this scheme will not support the running costs of your organisation in isolation. If your group has had a previous grant from this scheme then you are eligible to re‐apply, however you will need to demonstrate that this application is different from the previous by applying for a different project. If this application is for the same event then it will need to build on the previous application by applying for a different element. Re‐applications which use this funding to try out a new idea will be prioritised. This grant scheme will not fund goods or services that have already been paid for and will not fund projects which have already taken place so please ensure that the projects are planned to take place sufficiently after the deadlines. A. INFORMATION ABOUT YOU/YOUR ORGANISATION Question 1 Give details about your organisation and how we can contact you. The contact person must be someone who can talk about this application in detail. Voluntary organisations only ‐ The information collected here will be entered into a central database of voluntary organisations in Pembrokeshire so that we can maintain an accurate picture of voluntary sector activity in the county and keep in touch with groups. We occasionally share this information but will not publish your personal contact details. You can tick the box if you would only like these details to be for internal PAVS mailings/ PAVS newsletter/ and database. If someone else in your organisation is better placed as this contact then please include their details on a separate piece of paper. Question 2 Describe you/your group's general aims and activities. If you are a new group, describe the activities you plan to provide. Question 3 Let us know what your status is by ticking the appropriate box. Are you a voluntary/community group, an individual or a business? If you are a voluntary group, then you need to be formally constituted. Please enclose a signed and dated copy of your constitution. Please note that businesses and individuals can apply under the Innovation theme only, voluntary groups can apply under any one of the four themes. Question 4 Please give details of the account name of you/ your organisation’s bank account. We need this information to prepare cheques for successful applicants. Voluntary groups need to have a bank account set up in the name of the group (from your constitution). This demonstrates clear accountability for receipt of funding. B. INFORMATION ABOUT YOUR PROJECT

Question 5 Tell us the name of the project for which you are applying for funding.

Question 6 Tell us how much you are applying to this fund for? You can apply for up to £1,000 from this scheme.

Question 7 Please indicate where in Pembrokeshire your project will be taking place. If you are applying under the innovation theme, please confirm that your project is taking place in the National Park area or that it will have an impact on the National Park area.

Question 8 Let us know which theme you are applying under by ticking the appropriate box. Each project must apply under one theme. Individuals and businesses can apply under the Innovation theme only. Voluntary/Community groups, individuals and business applying under the Innovation theme can only apply for a project within the National Park area or a project which demonstrates an impact on the National Park area.

Question 9 If your project involves work on a building or piece of land then tell us whether you/ your group own this building/ land. If you have ownership, then please provide a copy of the title deed as evidence. If you hold a lease then please provide a copy of the lease agreement and please also enter the remaining period of the lease. If you March 2005 21 require planning permission for your project then please provide evidence that this is in place. Where planning permission is required this must be obtained before grant funding from the Sustainable Pembrokeshire Small grants scheme can be awarded.

Question 10 Give a description of the project for which you are applying for funding in clear and simple language. What are you hoping to achieve through the project? What will the person in the street see? The priority of this grant scheme is to support small, locally based and locally managed projects. If you are looking for funding for a larger project please be specific about what you will spend the Sustainable Pembrokeshire Small Grant on. Applicants are eligible to apply for a discrete element of a larger project but this element must be innovative and/or sustainable.

Question 11 Give a breakdown of the total costs of the project and what these costs are. They may include volunteer time that will be spent on the project and contributions in kind. The scheme will only support projects that do not rely on the scheme to cover the total project costs. We require quotes for items/activities on which the grant money will be spent. Unless your organisation is registered to claim back VAT, please ensure that this cost is included.

Question 12 How much are you requesting from the Sustainable Pembrokeshire Small Grants Scheme? This figure should be no more than £1,000.

Question 13 Voluntary/Community groups, individuals and businesses must be able to demonstrate that there is support additional to the Small Grants Scheme to meet the total project costs. There is no set percentage of the total projects cost that you need to find. However, projects that can demonstrate significant additional support will be prioritised. Additional support can include cash, contributions in kind and /or the value of volunteer time dedicated to the project.

The total amount in question 13 plus the amount in question 12 should be equal to the total in question 11.

Question 14 What would happen if you were not successful in getting a grant? How would it affect your project? Could the costs be met by your organisation’s own resources? Would you apply for other funding? Could the project go ahead if a grant was offered at a reduced rate?

Question 15 How do you know that there is a need for this project? What research has been done? How have you consulted the people that are intended to benefit from the project? It is important to demonstrate that the community or the people the project is intended to benefit have a 'need' for this project.

Question 16 Explain the ways in which your project will contribute towards a sustainable Pembrokeshire. What lasting benefits will there be for the community? Use the Sustainability Checklist to help you with this question. Please enclose a completed copy with your application form. The grants panel refers to the completed checklist as part of the decision making process.

Question 17 Who will benefit from the project? Give a realistic figure for the number of people who will benefit from the grant. What is the figure based on? How will the grant make a difference to the people who will benefit?

Question 18 Explain how you will know if your project achieves what it set out to achieve. Will you set targets so that you can measure the success of the project?

C. DECLARATION ‐ TO BE COMPLETED BY ALL APPLICANTS

Before sending the application, ensure that the Declaration is signed and that you have used the checklist to ensure that your application is fully completed. We require all applications from voluntary organisations to be signed on behalf of the organisation by two representatives from the committee.

If you require further advice on completing the application form please contact the Development Team at PAVS 36‐ 38 High Street, Haverfordwest, Pembrokeshire SA61 2DA Telephone (01437) 769422 E‐mail: [email protected]

March 2005 22 Checklist for Sustainable Projects

The Sustainable Pembrokeshire Small Grants Scheme aims to balance the needs of people, the economy and the environment. Please complete this checklist in relation to the project for which you are applying for funding. Some questions may not be applicable but please try and answer them all.

Community Participation Yes No Not Applicable Does your project encourage local action and decision‐making? Does your project involve your community in developing the proposal? Does your project take into account under represented groups? Does your project encourage partnership working?

Economy and Work Yes No Not Applicable Does your project link local production with local consumption? Does your project contribute towards local employment/ vocational training? Does your project generate its own income? Does your project benefit local businesses? Is your project attracting funds from other sources?

Transport Yes No Not Applicable Does your project encourage walking or cycling? Does your project promote the use of public transport?

Waste and Resources Yes No Not Applicable Does your project reduce local pollution and waste? Does your project encourage recycling or use recycled products? Does your project reduce water use? Does your project obtain materials from renewable sources where possible? Does your project have a Fair Trade purchasing policy? Does your project generate energy from renewable resources or waste?

Building and Land Use Yes No Not Applicable Does your project provide local amenities? Does your project improve access for people with disabilities? Have you considered using natural products for insulation to conserve energy? Have you considered getting advice from ecological architects or builders? Does your project seek to re‐use existing buildings as an alternative to new buildings?

March 2005 23 Wildlife / Open Spaces Yes No Not Applicable Has your project been designed with the help of the end users? Does your project use native trees and shrubs? Does your project create quality open spaces for community use? Does your project benefit plant and animal life? Does your project encourage gardening using non chemical fertilisers and pesticides?

Sending the Right Signals Yes No Not Relevant Does your project improve awareness of sustainable development? Will your project be accessible to anyone who could benefit? Does your project encourage individuals to “do their bit”?

Food Yes No Not Applicable Does your project use local food? Does your project encourage healthy eating? Does your project aim to purchase fair‐trade produce?

March 2005 24 Appendix 2 Sustainable Activity

Sustainable Projects Pembrokeshire Small Grants Scheme ­ Sustainability Information

PROJECT IDEAS Recycling Why Not?….. .Run an We all have a responsibility when it comes to Did you know? environmental recycling, in the course of our everyday lives awareness scheme we generate a vast amount of rubbish. All of In Britain we produce in your community, the rubbish that we produce has to be enough rubbish to fill show individuals disposed of in landfill sites. Trafalgar Square to the how they can help One way that we can all help to cut down on top of Nelson's Column the amount of rubbish that we produce is to every day .Run a craft project recycle as much as we can. Think about the The UK uses a forest the for children making things that you buy—if it has less packaging size of Wales every year things out of then there is less to get rid of. Cut down on in paper recycled goods packaging by buying in bulk. Compost your kitchen and garden waste to use as a natural Every tonne of paper .Write a local fertiliser on your plants. Make use of the recycled saves 17 trees history book and recycling banks at your local supermarket collect accounts from people in your community Food – local, organic and fair-trade .Make your purchases By thinking about the sorts of food that we eat we can become more responsible carefully—think consumers. Support the local economy and buy local produce. Think about about the impact of how far your food has travelled to reach you and the impact on the environment producing, of transporting food over great distances. distributing and disposing of the Organic food is produced under strict guidelines which regulate the way in products you buy which the food is grown, production is on a smaller scale than modern intensive farming methods and works in harmony with the natural environment rather For more information than against it. No pesticides or herbicides are used in the food’s production and about Fair Trade no genetically modified crops. Fair-trade food is produced in third-world produce visit countries where the farmers/workers, who have traditionally been paid a pittance www.fairtradeonline.com for the work that they do, are paid and treated fairly. Responsible Fair-trade products are consumption is about thinking about the whole process of food production available from most of the rather than the part that we play in the process through buying and eating the larger supermarkets and food. Oxfam.

For further information contact: Organic Growers Association on 0117 929 9800 The Soil Association on 0117 914 2440, The Organic Centre Wales—01970 622248

March 2005 25 Appendix 2 Valuing Welsh Culture, promoting the Welsh language

Living in Wales we are increasingly aware of the importance of promoting the Welsh language and valuing the culture. It is important to keep the language alive amongst children and educate them about the history and culture of the country that they live in. By educating children and giving then an interest in their own culture we can ensure that the cultural diversity is sustained. Organisations can help by making their information available to groups through the medium of Welsh and English so that they can receive it in the language of their choice. Contact Menter Iaith Sir Benfro on 01239 831504 for advice about translation services

Using local sources of skills and materials

We can all do our How about asking Use locally sourced bit for the local local businesses to materials which can be economy through donate materials recycled when they are supporting local to your group so finished with and are craftsmen and that they can raise naturally occurring businesses. It can awareness about rather than the sometimes work their business chemically engineered out to be slightly through your alternatives. Try and more expensive but project? find a local supplier it is a valuable way for the goods you are that we can all looking for. contribute to the local economy.

Produced by the Pembrokeshire Association of Voluntary Other information sheets in this series: Services. This sheet has been produced to help groups think in Sustainable Energy and Building Projects more detail about sustainability in relation to Sustainable Outdoor Projects particular project ideas. We cannot accept any Please contact the Development team at responsibility for the work of the contacts that have PAVS on 01437 769422 for copies or to been given and would welcome any feedback that discuss application ideas. you have on this information sheet.

Page 2 of 2

March 2005 26 Appendix 2

Sustainable Sustainable Outdoor Pembrokeshire Small Grants Scheme ­ Sustainability Information Projects Native Species

PROJECT IDEAS In a place with as much beautiful and varied Did you know that Why Not?….. countryside as Pembrokeshire, we need to approximately 10% of the ­ Create a wildlife make sure that we maintain the biodiversity Pembrokeshire landscape is around us. If you are involved with planting protected as Sites of area projects then you need to think about using Special Scientific Interest? ­ Develop a plants that are native to Pembrokeshire, a list community recycling is available from PAVS which includes details Pembrokeshire initiative of native species produced by the Biodiversity Partnership Pembrokeshire Biodiversity Partnership. can be contacted on ­ Make a sculpture 01348 777888. or parish map out of recycled materials Pembrokeshire has a diverse range of ­ Adopt a local butterflies, dragonflies, fish and bird life - footpath and publish think about the impact of your project on a book about the these animals, can you encourage these path species by creating extra habitat? ­ Order a free clean up kit from Keep Britain Tidy and organise a village litter pick ­ Get together and create a community Wildlife - Sustaining the ecosystem garden ­ Run a bat­box making project Collect rainwater for the garden in a container outside - water only in the morning or evening to prevent too much evaporation. Add organic ­ Run a plant­a­tree materials such as compost, humus and manure to soil, as these help to programme retain moisture.

Think carefully about using pesticides - they may solve the problem in your Avoid the use of peat garden but they could create another problem by polluting nearby water based products, it is a sources. non-renewable resource. How about starting a community compost scheme? Contact The Friends of the Composting Network for further information. Earth have produced a publication “Peat Alternatives Manual” which might be useful. For advice on woodland management, please contact Coed Cymru on 01437 771 431

March 2005 27 Appendix 2

Composting Information

Save money, reduce are thinking about Community Composting rubbish, healthy setting up a community Network, 67 Alexandra soil...make your own composting scheme then Road, Sheffield, S2 3EE compost. please contact the Tel: 0114 258 0483 Community Composting Up to a third of Web-site : household waste could Network for a free pack be composted, paper and of information including www.othas.org.uk/ccn cardboard makes up “How to become a another third and can member of CNN”, also be composted. Cut Details of their down on what you put in publication “Mucking your bins = less rubbish In—the Community to land-fill sites. If you Composting Pack”

Sustainable play surfaces

Traditionally play using more sustainable putting a notice board up surfaces were made from play surfaces— in your community—can concrete, however rubberised surfaces made you use recycled increasingly we see from recycled rubber products to make it? newer variations which tyres provide a play Can you find local crafts are more sustainable and surface with some extra people to supply them? safer to play on. bounce. Have you Keep any information Pembrokeshire County thought about using relevant. Council has information woodchip or bark? If available to groups about you are thinking about

Other information sheets in this series are: Sustainable Energy and Building Projects Sustainable Activity Projects

Produced by the Pembrokeshire Association of Voluntary Services. Please contact the Development This sheet has been produced to help groups think in more detail team at PAVS on 01437 769422 about sustainability in relation to particular project ideas. We cannot for copies or to discuss accept any responsibility for the work of the contacts that have been application ideas. given and would welcome any feedback that you have on this information sheet.

Page 2 of 2 March 2005 28 Appendix 2

Sustainable Energy and Sustainable Pembrokeshire Small Grants Scheme ­ Building projects Sustainability Information

What can I do? Energy .Turn off We all rely on energy within our daily routines Did you know? lights/heaters but how often do we stop and think about the At today’s rate the world’s effect that we have on the planet through our coal and oil will be burned .Only heat as much use of energy? Our heavy dependency on in 60 years and its natural water as you need in burning fossil fuels for energy us leading to an gas in 220 years the kettle increase in warmth trapped in the earths In some developing .Insulate and draft atmosphere (global warming) which in turn is countries biomass energy proof to a higher leading to climate change. We need to provides over 90% of all standard (see accept the responsibility as individuals and fuel building section for make efforts to cut down on energy usage ideas) whilst exploring more sustainable and About a third of the energy renewable forms of energy. Remember that we use in our homes could .Switch to energy we leave our legacy to our children and be saved by good insulation saving light bulbs grandchildren. Consider the environmental factors in production, distribution and .Develop an environmental disposal of products you buy. promise—Encourage people to take responsibility and sign up to it Sustainable Building Projects

.Change to a green We can minimise our impact on the environment by using natural, sustainable electricity supply— building materials which, unlike their more commonly used chemical-based green tariffs, see— alternatives, don't use vast amounts of energy in their production or create toxic www.greenenergy. waste. Today there is a good range of products for building and decorating such org.uk/electricity.h as paints, coatings, preservatives, paint-strippers, bricks, beams, boards and tm insulation which are all non-toxic and based on naturally occurring materials. They have fewer associated health risks and a lower environmental impact.

Investigate alternatives harness natural energy If you are using wood in your building work then you should use native through solar power, wind hardwood, it is durable and more sustainable than its tropical power, state of the art alternatives. Contact Coed Cymru— (01437) 771 431 for local water/heating. For free hardwood. Association for Environment-Conscious Builders—01559 advice contact the Energy 370 908 for a list of suppliers. PAVS have a list of contacts for the Efficiency Advice Centre above materials—please contact on (01437) 769 422. (01239) 820 235.

March 2005 29

Page 1 of 2 Appendix 2 Water It is difficult to understand why we need to conserve water when we have as much rain as we do in Pembrokeshire but with the problem of global warming the importance of conserving water supplies is very real. The purification and distribution of water uses large amounts of electricity. Look at ways of saving water ‐ mend dripping taps, look at the possibility of installing water saving devices like tap flow regulators ‐ see the Water Saving Device Directory from Groundwork which includes recommended contractors www.groundworkwales.org.uk/water

Climate change and how it affects us….

There are many Health risks Agricultural Wildlife associated problems An increase in implications In an area As the sea level with climate change temperature will lead like Pembrokeshire continues to rise there and these will to more cases of skin where agriculture is an will be a reduction in become all too cancer and make it important part of our land area which will have apparent as we move easier for bacteria to economy, farmers may an impact on certain into the future. But breed resulting in have to change the types types of habitats. Some we need to act now wider spread of crops that they grow, animals may not be able to stop the problems problems with food with increased demands to adapt quickly enough escalating. poisoning. on water resources as to the climatic changes. irrigation and human/animal consumption increases.

Other information sheets in this series are: Sustainable Outdoor Projects Sustainable Activity Projects Produced by the Pembrokeshire Association of Voluntary Services. This sheet has been produced to help groups think in more detail Please contact Lorna about sustainability in relation to particular project ideas. We cannot Unwin at PAVS on accept any responsibility for the work of the contacts that have been 01437 769422 for given and would welcome any feedback that you have on this copies or to discuss information sheet. application ideas.

March 2005 Page 2 of 2 30 Appendix 3 Sustainable Pembrokeshire Small Grants Scheme

Pembrokeshire Association of Voluntary Services (PAVS) in partnership with the Pembrokeshire Coast National Park Authority Status and Terms of Reference for the Grants Panel

Status of the Group The grants panel of the Sustainable Pembrokeshire Small Grants Scheme has been established to assess grant applications to the Scheme and to monitor progress of funded projects as well as the progress of the scheme as a whole. The panel also has a role in raising awareness of the scheme within their own networks and supporting PAVS through suggestions and ideas to develop a rolling programme of publicity for the scheme.

Terms of Reference for Grants Panel Role of the Panel The Grants Panel will meet once every 6 weeks to: Ø Assess applications to the scheme, capacity build appropriate proposals to a successful outcome and to set conditions and recommendations to successful candidates if deemed necessary. Ø Receive monitoring reports from the Grants Administrator, based on the collated figures relating to interest shown in the scheme (facts and figures) Ø Receive monitoring reports relating to the projects which have received funding. Ø Review the scheme and influence changes based on lessons learned and feedback from applicant organisations on the application process. Ø Participate in monitoring visits to successful projects from time to time. Ø Play an active role in raising awareness of the scheme through members' network and through contribution to the planning of a comprehensive awareness raising campaign.

Role of Grants Administrator/PAVS Development Officer Ø To convene meetings of the grants Panel Ø To chair Grants Panel meetings Ø To be secretariat to the Panel Ø To prepare and distribute papers for Panel meetings ensuring that applications to be assessed are eligible complete and that they were accompanied by all of the relevant documentation. Ø To notify all candidates of the outcome of Panel meetings along with any conditions set. Ø To make arrangements for the processing of payments to successful candidates. Ø To ensure that monitoring of all successful projects takes place. Ø To provide support to organisations to make applications to the scheme.

March 2005 31 Appendix 2

Representation The Panel will comprise of representatives from the following: Pembrokeshire County Council Agenda 21 Co­ordinator Pembrokeshire Coast National park EDF Officer + 1 Officer EDF Panel 2 members Pembrokeshire Environmental Forum 1 member Princes Trust Cymru 1 Officer Pembrokeshire Association of Voluntary Services Development Officer Grants Administrator * Representation on the Panel can change from time to time, as appropriate.

All members of the of the grants panel (other than the grants administrator*) will be involved in the assessment of all of applications to the grants scheme, regardless of whether the application comes under the LRF strand or the EDF strand. Where consensus can not be reached within the Panel, decisions will be made by a simple majority of those present and voting.

* The grants administrator will not have decision making responsibilities with regard to the assessment of applications, but will be in a position to provide any relevant information about the application organisation at panel meetings

Grants panel meetings Ø PAVS' development Officer will chair meetings of the Panel Ø The Grants Administrator will act as secretariat for Panel meetings Ø Panel members will declare any interests in any of the applications to be assessed at the beginning of each meeting. There are 3 different levels of interests to be declared as follows: Level 1 ­ where a Panel member has direct financial or management interest in a project i.e.trustee/committee member of applicant organisation. Panel members with Level 1 interests should leave the room when the application in question is being discussed. Level 2 ­ where a panel member is an employee of an applicant organisation, but is not directly involved with the project in question. Panel members with Level 2 interests may be present during the discussions relating to the application in question but they may not participate in the discussions. Level 3 ­ Where a Panel member has been involved in discussions with the applicant organisation regarding the project in question. Panel members with level 3 interest may contribute to discussions relating to the project in questions for information purposes only.

Reporting to PAVS Trustees Ø Written reports on the outcomes of panel meetings will be presented to each meeting of the executive committee via PAVS director.

Reporting to Pembrokeshire Coast National Park Ø Written reports on the outcomes of panel meetings will be presented to each meeting of the Environment Development Fund Advisory Panel and in turn to the Board of the Pembrokeshire Coast National Park Authority via the EDF Officer.

March 2005 32 Appendix 4 – Proforma for Monitoring Visits Sustainable Pembrokeshire Small Grants Scheme Interview Proforma for Monitoring Visits

Project Date of Visit

This proforma can be used in one of 2 ways: 1) The grants panel aims to visit as many projects as possible. The purpose of the visits is to check that project has achieved what it set out to achieve and also to get a flavour of the variety of activity taking place throughout the County. Panel members will use this form as a framework for discussion. The information given will provide PAVS with vital information for the monitoring of the Small grants Scheme. 2) There will be some groups that we are unable to visit for one reason or another. In such cases we would ask groups to complete this monitoring form and send it back to us.

Part 1 ­ About the project What stage is the project at? Complete Well Under Way Just started

If not complete, when will it be finished? ______If complete, have you submitted evidence of expenditure Yes No

Was this your first successful grant application? Yes No Will the project be further developed in the future? Yes No

Did the project support any of the following: Improvements to recreational/open space Approx. how many Sq. Ms_____

Improvements to a community building Please give details of the project:

Improvements to a community service

The development of interagency partnerships

A community environmental appraisal

Other

Approximately how many people have used the services /facilities so far?______

How has the community been involved in the development of this project? ______

What have been the main benefits of the project? ______

March 2005 33 Appendix 4 – Proforma for Monitoring Visits

______

What lessons have been learned throughout the project development process? ______

What kind of feedback have you had from the community about the project? ______

In what way do you think that the project has contributed to yours and others understanding of sustainability? ______

What are the next steps for your group? Do you have any plans for future development? ______

Were additional funds sought from the community to supplement this project and what methods were used?

What other grant funding has your group secured in the past year?

In what way might this project provide a model, which could be, implemented elsewhere?

Comments

March 2005 34 Appendix 5 – Profile of Projects funded to date

Organisation Outcome ­ amount St.Nicholas Village Hall Successful ­ £1,000 Alternatives Wales Ltd Successful ­ £1,000 Crafty Kids Successful ­ £200 Sardis Parks and Gardens Successful ­ £1,000 Garth Youth and Community Project Successful ­ £951 Holistic and Integrated Services Successful ­ £1,000 Freshwater East Coast care Successful ­ £1,000 Growing Heart Workers Coop Successful ­ £1,000 Cae Chware Mynachlog Ddu Successful ­ £3,000 Community of St David’s Successful ­ £1,000 Clunderwen & Llandissilio Gardening Society Successful ­ £1,000 Mount Community Association Successful ­ £1,000 Global Connections Successful ­ £3,000 St Florence Youth Club Successful ­ £1,000 Carew Play and Learn Successful ­ £350 Marloes Recreation Area Successful ­ £325 H,west Ladies Choir Successful ­ £800 Amser i Bawb Successful ­ £1,000 Newport Millennium Paths Group Successful ­ £987 Bethany Baptist Church Successful ­ £850 Vision in Action Successful ­ £1,000 Havens Community Development Trust Successful ­ £1,000 Llandissilio Playing Fields Association Successful ­ £3,000 Tanyard Youth Project Successful ­ £1,000 St Dogmaels Memorial Hall Successful ­ £2,900 Poppit Sands YHA Successful ­ £3,000 Friends of Llangwm School Successful ­ £1,000 The Tuesday Club Successful ­ £1,000 St David’s Under 5’s Successful ­ £59 Little Fishes Mother and Toddler group Successful ­ £1,000 Youth Bike Successful ­ £950 Princes Trust Successful ­ £1,000 Camrose and Roch Playgroup Successful ­ £1,000 Eco design Successful ­ £1,000 Pembs Tenants and Residents Association Successful ­ £1,000 Newport Memorial Hall Successful ­ £1,000 Solva Memorial Hall Successful ­ £1,000 Fishguard and Goodwick Coast care group Successful ­ £400 Criw y Gloch Successful ­ £3,000 Clychau Clochog Successful ­ £3,000 Hanes Llandoch Successful ­ £3,000 University of the Third Age Successful ­ £250 Samaritans of Pembrokeshire Successful ­ £250 East Williamston Community and Hall Association Successful ­ £1,000 Begelly and Kilgetty Community Association Successful ­ £1,000 Arthritis Care in Wales Successful ­ £1,000 Pembs Mind Successful ­ £848.85 Tenby 2020 Successful ­ £980 Cymdeithas Treweyddel Successful ­ £3,000 Tanyard Youth Project Successful ­ £1,000 WW Eco Centre Successful ­ £697 Manorbier and District Gardening Club Successful ­ £750 Torch Theatre Drama Successful ­ £1,000 March 2005 35 Picton Castle Trust (take "the) Successful ­ £1,000 St Thomas Youth Club Successful ­ £2841.77 Kings Christian Fellowship Successful ­ £3,000 PIPPA Successful ­ £1,000 St. Ishmaels Carnival Committee Successful ­ £1,000 Penally Youth Club Successful ­ £1,000 Burton Coastcare and Environmental Group Successful ­ £650 Y Felin Successful ­ £1,000 Newport Millennium Paths Group Successful ­ £1,000 Crafty Kids Successful ­ £200 Carew Play and Learn Successful ­ £100 UK Atlantic Challenge Maritime Training Trust Successful ­ £1,000 Cylch Meithrin Bwlchygroes Successful ­ £1,000 Wolfscastle WI Successful ­ £1,000 Havens Community Development Trust Successful ­ £320 Successful ­ £2,250 (in I Pembroke Dock Chamber of Trade (previously F/25) panel) Circus Malarkey Successful ­ £585 St Dogmaels Area regeneration team Successful ­ £3000 Sustainergy Successful £1,000 (in I panel) Dandaro Cylch Successful ­ £1,000 Natural I Successful ­ £975.83 Maenclochog Community Hall Successful ­ £2,600 Clydey History Book Association Successful ­ £1,000 Solva Playing Fields Committee Successful ­ £900 Rosemarket Village Hall Successful ­ £1,000 Pembroke Community Association Successful ­ £1,000 Reynalton Residents Association Successful ­ £1,000 Johnston Brass Band Successful ­ £1,000 Pembrokeshire Youth Assembly Successful ­ £1,000 The Let Group Successful ­ £1,000 Tenby and District Athletics Association Successful ­ £1,000 Monkton Swifts Successful ­ £1,000 Newport Bay Spring Festival Successful ­ £1,000 Tiers cross Memorial Garden Committee Successful ­ £775 St.Thomas Youth Club Successful ­ £1,500 Pembrokeshire Advocacy Successful ­ £1,000 Llangwm Youth Club Successful ­ £1,000 Deassartation School of Traditional Rural Skills Successful ­ £994.13 West Wales Eco Centre Successful ­ £1,000 Rathbone Successful ­ £1,000 Headway Successful ­ £515 Tenby Youth Forum Successful ­ £800 Carew Cheriton Sky Festival Group Successful ­ £1,000 Mencap Gardens Stackpole Successful ­ £1,000 St. Dogmaels Memorial Hall Successful ­ £2,848 Sardis Parks and Gardens Successful ­ £1,000 Newport Memorial Hall Successful ­ £1,000 SIGA Successful ­ £220 PVON Successful ­ £1,000 Mount Voice Successful ­ £232.50 G.P Recycling Successful ­ £1,000 Marloes Village Hall Successful ­ £1,000 SPAN Arts Ltd Successful ­ £1,000 Y Saer Bara Successful ­ £1,000 Jonathan Guest Successful ­ £900 Llangwm Drama Group Successful ­ £675 March 2005 36 Fishguard and Goodwick area community composting and recycling group Successful ­ £821 Freystrop Village Hall Successful ­ £1,000 Princes Trust Cymru ­ Mount Youth Forum Successful ­ £900 Princes Trust Cymru Successful ­ £800 Pembroke 21C Community Association Successful ­ £795 Simpson Cross Activities Group Successful ­ £1,000 Torch Theatre Successful ­ £1,000 Menter Iaith Sir Benfro Successful ­ £2,000 Crafty Kids Successful ­ £150 ­SDF Carew Play and Learn Successful ­ £100 Llangwm Youth Club Successful ­ £355 Friends of Monkton Priory C. P. School Successful – £2,775 Fishguard and District Stroke Club Successful ­ £1,000 Fishguard and Goodwick Community Events Association Successful ­ £1,000 Pembrokeshire Federation of YFC’s Successful ­ £822.50 Community of St. Davids Successful ­ £1,000 SCOVO Successful ­ £443 PLANED (on behalf of North Central Pembrokeshire Energy Group Successful ­ £400 Hazelbank Play Park Successful ­ £1,000 Tanyard Management Committee Successful ­ £822 Circus Malarkey Successful ­ £1,000 Clychau Clochog Successful ­ £1, 253.75 Fishguard and Goodwick Community Events Association Successful ­ £1,000 Carn Ingli Newport Women's Institute Successful ­ £1,000 Friends of Mathry School Successful ­ £1,000 St. Nicholas Village Hall Successful ­ £1,000 Freystrop Village Hall And Playing Field Management Committee Successful ­ £1,000 Narberth Youth Theatre Successful ­ £990 East Williamston Community and Hall Association Successful ­ £1,000 Kaye Angus (Individual) Successful ­ £1,000 Arthritis Care in Wales Successful ­ £2,445 Pembroke Dock Civic Society Successful ­ £600 Pembrokeshire Parent and Carers Association Successful ­ £1,000 Newport Skate Krew Successful ­ £460 Haverfordwest Town Museum Successful ­ £200 Solva Playing Fields Committee Successful ­ £1,000 Friends of Llangwm School Successful ­ £950 Crafty Kids Successful ­ £300 Sand Palace Arts Successful ­ £1,000 Clunderwen Senior Citizens Association Successful ­ £710 Llangwm Community Centre Successful ­ £872 Newport Paths Group successful ­ £1,000 Hermon and District Welfare Association Successful ­ £1,000 Tavernspite Community Gardens Projects Successful ­ £1,000 Pembrokeshire Parent and Carers High Support Needs Group Successful ­ £740 St. John's Ambulance West Wales Region Successful ­ £1,000 Circles Network Wales Successful ­ £1,000 Clwb Glan Cleddau Successful ­ £725 Tavernspite Out­of­school Club Successful ­ £900 Menter Iaith Sir Benfro Successful ­ £1,000 Small World Theatre Successful ­ £3,000 Hanes Llandoch Successful ­ £1,500 Parent Action Group Successful ­ £1,000 Clynderwen and Llandissilio Amateur Gardening Association successful ­ £990 Bloomfield After School Club Successful ­ £200 PIPPA Successful ­ £1,000 March 2005 37 Deassartation School of Traditional Rural Skills Successful ­ £998.13 (SDF) Clunderwen and District After school club Successful ­ £1,326 Greengage Environmental Projects Ltd. Successful ­ £1,000 (SDF) Pembrokeshire Carers Outreach Support Group Successful ­ £1,000 Hubberston Out­Of­School Club Successful ­ £500 Neyland Kids’ Club Successful ­ £1,000 St. Dogmael’s Memorial Hall Management Committee Successful ­ £1,827 Llangwm Kids Club Successful ­ £703 Howarth Close Tenants and Residents Association Successful ­ £1,000 Freshwater East Coastcare Group Successful ­ £500 Witheybush Pain Support Group Successful ­ £300 Manorbier and District Community Association Successful ­ £400 Pembrokeshire Advocacy Successful ­ £606.53 Cymdeithas Llandudoch Successful ­ £500 Waa! Performing Arts for Young People Successful ­ £1,000 Garth Youth and Community Project Successful ­ £1,000 Connect Disability Rights Advice Successful ­ £500 Pembrokeshire Frame Ltd. Successful ­ £1,000 South Pembrokeshire West Wales Wildlife Trust Successful ­ £615 Responsive Earth Trust Successful ­ £1,000 ­ SDF Quiet Earth Association Successful ­ £1,000 ­ SDF Madcap Successful ­ £700 ­ SDF Pembrokeshire Freewheelers Successful ­ £730 ­ SDF Sound of Life Successful ­ £1,000 ­SDF Cyfeillon Ysgol Croesgoch – Successful ­ £1,000 ­ SDF St. Issells WI Successful ­ £500 Womens Institute ­ Neyland Successful ­ £560 Sardis Parks and Gardens Successful ­ £445 PVON Successful ­ £500 Mens Alliance Network Successful ­ £1,000 Fishguard and Goodwick Young People’s Trust Successful ­ £1,000 Friendship Circle Successful ­ £200 Tenby Talking Newspaper Successful ­ £1,000 Circus Malarkey Successful ­ £445 Capel Pisgah Llandysilio Successful ­ £2,000 Carew Cheriton Sky Festival Group Successful ­ £1,000 Carew Historical Society Successful ­ £800 Carew Play and Learn Successful ­ £175 Circles Network Wales Successful ­ £1,000 Crafty Kids Successful ­ £300 Fishguard and Goodwick Community Events Association Successful ­ £1,000 Kings Christian Fellowship Successful ­ £1,000 Madcap Successful ­ £700 Pembroke 21C Community Association Successful ­ £1,000 Pembrokeshire Green Giant Successful ­ £1,000 Sand Palace Arts Successful ­ £1,000 Small World Theatre Successful ­ £1,000 Support Group, Pembrokeshire Carers Outreach Successful ­ £1,000 Tavernspite Community Gardens Projects Successful ­ £1,000 St. Nicholas Village Hall Successful ­ £1,000 The Really Wild Food and Countryside Festival Successful ­ £1,000 Rosebush Development Committee Successful ­ £500 Millponds Action Group Successful ­ £1,000 Freystrop Village Hall Successful ­ £1,000 Cyfeillion Ysgol Croesgoch Successful ­ £1,000 Llais Tegryn Voice Successful ­ £995 March 2005 38 Newport Bay Spring Festival Committee Successful ­ £734.45 Upper Neeston Farm Successful ­ £1,000 ­ SDF Theatr Fforwm Cymru Successful ­ £1,000 Princes Trust Cymru Team 100 Successful ­ £1,000 Hafal Tenby Resource Centre Successful ­ £600 Haverfordwest Town Museum Successful ­ £300 Pembrokeshire Parent Carers Successful ­ £1,000 Sound of Life Successful ­ £1,000 The Garage Successful ­ £990 Vision in Action Successful ­ £1,000 ­ SDF Headway Pembrokeshire Successful ­ £1,000 Solva W.I. Successful ­ £600 Friends of Pembrokeshire National Park Successful ­ £1,000 Pembrokeshire Darwin Science Festival Successful ­ £500 Wiston,Clarbeston,Walton East,Ambleston & New Moat Hall Successful ­ £1,000 Llanmac Environmental Group Successful ­ £408 ­ SDF Llandysilio & District Senior Citizens Successful ­ £399 Pembs Carers Outreach Successful ­ £1,000 Llangwm Kids Club Successful ­ £390 Mencap Gardens Stackpole Successful ­ £1,000 Stroke Association Successful ­ £1,000 North Pembs Energy Group Successful ­ £1,000 RSPB Successful ­ £1,000 Cymdeithas Tai Hafan Successful ­ £608.5 Friends of Clynfyw Successful ­ £1,000 Martin Roberts Childrens Fund Successful ­ £500 Pembrokeshire Advocacy Successful ­ £487.27 Pembrokeshire Crossroads ­ caring for carers Successful ­ £456 Common Ground Successful ­ £1,000 Pembrokeshire Mind Successful ­ £935 Newport Memorial Hall Successful ­ £1,000 Pembs. Parent & Carers High Support Needs Group Successful ­ £1,000 Coastlands Local History Group Successful ­ £483.58 Clydey History Book Association Successful ­ £1,000 St. Oswalds playgroup Successful ­ £985 ­ SDF Men's Alliance Network Successful ­ £1,000 V.I.P. Drama Successful ­ £1,000 Princes Trust Cymru Successful ­ £1,000

March 2005 39 The Sustainable Pembrokeshire Small Grants Scheme is supported by the Local Regeneration Fund and the Sustainable Development Fund (formerly the Environment Development Fund) ‐ these schemes are both funded by the National Assembly for Wales. The scheme is managed locally by the Pembrokeshire Association of Voluntary Services with support from the European Social Fund and working in partnership with the Pembrokeshire Coast National Park Authority.

March 2005 40